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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 26, 2018 FBO #6120
DOCUMENT

74 -- COST PER COPY HIGH SPEED MFD'S: SERVICE REQUIRED 10/1/2018-09/30/2019 EXERSISE 2ND OPTION YEAR OF CONTRACT - Attachment

Notice Date

8/24/2018
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
 

ZIP Code

37129
 

Solicitation Number

36C24918Q9649
 

Response Due

9/6/2018
 

Archive Date

10/6/2018
 

Point of Contact

Ralf Pietzsch
 

E-Mail Address

5-5974<br
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Combine Synopsis/Solicitation General Information Document Type: Combined Solicitation/Synopsis RFQ Number: 36C24918Q9649 Posted Date: 08/23/2018 Response Date: 09/06/2018 @ 1:00 AM CST Classification Code: 7490 NAICS Code: 532420 Contracting Office Address NCO 9 ATTN: Ralf Pietzsch Department of Veterans Affairs Contracting Office, 4th Floor 1639 Medical Center Parkway Murfreesboro, TN 37129 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation will not be issued. This is a request for quotations (RFQ). The quote document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-94, 2005-95 / 01-19-2017. The associated North American Industrial Classification System (NAICS) code for this procurement is 532420, with a small business size standard of 32.5 Million dollars... The Network Contracting Office 9 is seeking a vendor that will provide  the necessary requirement to the Memphis VA Medical Center, Memphis, TN. All questions regarding this RFQ must be in writing and may be sent by e mail to ralf.pietzsch@va.gov Questions must be received no later than Sept 4, 2018 at Noon CST. No further questions will be accepted after that date and time. You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer. QUOTE FORMAT AND EVALUATION CRITERIA Offerors shall provide only one quote. Quote should be emailed to ralf.pietzsch@va.gov NLT 09/06/2018 at 1:00 pm CST. Non-compliance with this requirement will result in disqualification of the quote. Award shall be made to the quoter whose quotation offers the best value to the government, considering price, technical capability, and past performance. All vendors must be registered and complete all entries in the System for Award Management (SAM) in order to be considered for award. Potential vendors may register at the following web site: https://www.sam.gov/portal/public/SAM Place of Performance: MEMPHIS VA MEDICAL CENTER, 1030 JEFFERSON AVE., MEMPHIS, TN. 38104 The government intends to award a contract as a result of this RFQ that will include the terms and conditions set forth herein. To facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the RFQ are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Offeror shall list exception(s) and rationale for the exception(s). Offerors must complete annual representations and certifications on-line at http://www.acquisition.gov in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. B.5 STATEMENT OF WORK HIGH SPEED MFD (MULTIFUNCTION DEVICE) GENERAL INFORMATION The Veterans Affairs Medical Center (VAMC) Memphis, TN Multifunction Device (MFD) Lease Project Scope of Work: The contractor shall provide all resources necessary to provide cost per copy multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) and Microsoft print jobs, hardware maintenance support, all consumables except paper, and onsite user training required to support the printer consolidation initiative at the Memphis Veterans Affairs Medical Center (VAMC). There is a requirement for nine high speed MFDs. As part of a Veterans Administration national green environmental initiative, the Memphis VAMC is tasked to reduce overall printing expenditures. This will decrease energy consumption and printer consumables (paper, toner, associated supplies, etc ) while at the same time reducing overall printer maintenance support cost. Additionally secure printing functionality will significantly reduce privacy incidents. Failure to implement the national initiative will have a negative impact on mandated environmental goals and increase fiscal obligations to support underutilized printing devices. Performance Period: Base Year + 2 Option Years The period of performance is Oct 1, 2018 through Sept 30, 2021 if options are exercised Type of Contract: Contract Type shall be a Firm Fixed Price GSA Schedule 36 delivery order for a base year and two option years exercised at the discretion of the government. Place of Performance: The Memphis VAMC consists of the main Medical Center located at 1030 Jefferson Ave, Memphis, TN 38141. Contract Management: The Contractor shall assign an Account Manager who will serve as the point of contact for the Memphis VAMC throughout the duration of contract performance. The contractor shall also designate an alternate Account Manager who will serve as the POC when the Account Manager is not available (illness, vacation, training, etc.). The Memphis VAMC will assign a Contracting Officer who will be the only individual authorized to effect changes in the contract. The Contracting Officer (CO) shall delegate the authority to manage all technical aspects of the multifunction printer lease project to a Contracting Officer s Representative (COR). Invoices - All invoicing by the Contractor for multifunction printer devices and device maintenance will be submitted monthly and in arrears to: OB10/Tungsten VA Electronic Invoicing System. http://www.fsc.va.gov/fsc/einvoice.asp, 1-877-489-6135. Certification and Accreditation (C&A) requirements do not apply. A Security Accreditation Package is not required. Contractors/subcontractor shall be required to complete Information Security and Privacy Training through the Training Management System (TMS). CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived. TECHNICAL SPECIFICATIONS/REQUIREMENTS The Contractor shall provide multifunction (printing, faxing, copying, and network scanning) devices capable of supporting Secure Personal Identifier Verification (PIV) printing for both Veterans Health Information Systems & Technology Architecture (VISTA) and Microsoft print jobs. Only offers including hardware meeting this requirement will be considered. Definition of standard: Must be equipped with PIV card reader with appropriate software and licenses to be compatible with the Memphis VAMC PIV ID cards. MFDs must support secure release for VISTA print jobs (mainframe jobs as well as print jobs from Computerized Patient Record System (CPRS) and other Windows applications). Unclaimed print jobs must be deleted by the system at configurable time intervals. All user initiated print jobs are captured in a central print queue and released from any MFD and select printers on the network. This solution provides a maximum uptime environment for users since they can use any MFD in case their designated MFD is down. Holding print jobs on the MFD hard disk or memory is discouraged as it is limited (not a scalable solution) and does not meet compliance and security standards. The Secure Print solution must operate from the MFD touch-screen display. External displays or operator panels and third-party solutions will not be acceptable as they require additional multi-vendor support. In addition, the MFD will not show other user s jobs sitting in the queue. Only the authenticated user s job will be shown as not to present a security vulnerability target. Print jobs are not tied to only one MFD, but are accessible at any MFD for the user to release after PIV card authentication. References must be provided from two federal facilities where this solution is implemented and used successfully. The performance must be recent (within the last four years) and relevant (for the same or similar items/work). MFDs must support scanning to the user s Home Directory not a shared network folder. User must be able to authenticate with their PIV card at the MFD to access his/her own unique Home Directory. User registration is not acceptable; user s Home Directory should be automatically obtained from Active Directory when the user authenticates with their PIV card. When scanning a document at the MFD (following user PIV authentication) and sending via email, the user s email address will automatically be placed in the From field of the email to prevent anonymous emails the sender s email address is obtained from the user s PIV card during authentication. MFDs also allow the user to digitally sign and encrypt the email and attachments using PKI Certificate technology in accordance with government security policies. MFD must support authentication from both VA PIV/CAC card as well as a touch-screen keyboard using Windows Active directory. MFD configuration will be completed by vendor prior to lease including software and firmware updates (latest supported revision), network configuration (using VA provided information), loading proper certificate authority (provided by VA) and necessary embedded solutions to support VISTA and Microsoft secure PIV printing. Must provide one common user LCD interface for all MFDs to perform all MFD functions, e.g., printing, faxing, copying, and scanning. MFD LCD interface must be customizable giving ability to have screen programmed for alterations. Must be equipped to scan documents into all file formats including Microsoft Excel and Word, PDF, TIFF and JPEG. Vendor must provide centralized management software that remotely collects data from MFDs and provides information that can be used for page counts, replacement trends, audit trail, and error reporting. A web interface that requires us to log into every device to gather this information will NOT meet the requirement. MFDs must support a minimum input paper capacity of 1,200 pages for MFDs supporting up to 8.5 x 14 media and 3,000 pages for MFDs supporting up to 11 x 17 media All MFDs shall include the manufacturer's standard commercial cabinet base. MFD must support duplex print, scan and copy. Maintenance, installation, and repair of leased multifunction printers will be the sole responsibility of the vendor and will be included in leasing costs. All multifunction printer maintenance kits, repair parts and consumables (excluding paper) will be covered under the lease agreement. MFDs must be furnished with Hard Disk Data overwrite and Encryption for the full HDD MFDs with installed hard drives or removable media become the sole property of the Department of Veteran Affairs and will be disposed of at end of lease period by the Department of Veterans Affairs in compliance with Department of Veterans Affairs Information Security Policies. Department of Veterans Affairs retains the right to hold at no charge all drive media on all equipment at no added expense. Vendor is responsible for hard drive removal at no expense to the Agency. Vendor must demonstrate Section 508 Compliance through web-based PC-level software to enable users with disabilities to set up and complete copy,, email, ftp and scan jobs directly from their PC, rather than from the MFD touch-screen display. This software must be compatible with common accessibility software like JAWS. This software will be purchased by the VA as needed. Contractor must describe its initial phase-in plan for logistical management purposes. The current contractor will manage the current leased MFDs until the end of the contract (9/30/2018).   The awardee will be expected to begin to replace and install these MFDs no more than thirty (30) calendar days from the date of award of the order. The Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award.     The awardee will coordinate with Information Resource Management Service (OI&T) to configure devices with the latest supported software and firmware updates, network configuration, loading of proper certificate authority, and necessary embedded solutions to support VistA and Microsoft secure Personal Identifier Verification (PIV) printing.   Awardee will position replacement equipment at the beginning of the lease.   When MFDs require replacement, the contractor will remove the hard drive from the machine and provide the hard drive to the Memphis (OI&T) for proper disposition. DELIVERY The contractor shall begin to deliver and install multi-functional devices (copiers), no more than thirty (30) calendar days from the date of award of the order for MFDs, the Contractor shall work with the Government to develop a transition strategy for the orderly replacement of all current MFDs within 90 days of award.   TRAINING & SUPPORT Contractor shall provide onsite training to end users of the MFD's. Vendor training shall consist of onsite demonstration(s) to include the following functions: Printing, Finishing, Scanning, Emailing, Copying, Secure print functionality using VA PIV card as well as clearing routine device errors, adding paper, staples, etc. Vendor shall providing one user manual per MFD. TRAINING: The contractors staff (those who will be on VA property working) will be required to complete the TMS (VA10203 and VA10176) training prior to the work beginning. The contractor will either personally bring the training certificates or E-mail the certificates to the COR so they can be kept on file for one year. You must ensure each contract employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/plateau/user/login.jsp. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to their next day at VA. Upon completion by all employees, the contractor shall provide their Contracting Officer Representative with each employee s printed certificate of completion from the TMS. This certificate displays the employee s TMS User ID. The TMS training is only good for one year and the contractor is responsible to ensure their staff  or persons who will be working on VA property are current. MEMPHIS VAMCAMENDMENT TO MFD (MULTIFUNCTION DEVICE) STATEMENT OF WORK CONTRACTORS ON SITE REQUIREMENTS Contractors must wear identification badges at all times while on VA property. Contractors must wear approved uniforms while on VA property. Contractors must report to Mailroom/ OI&T/ Logistics and areas designated by the COR. Photographs and videos are prohibited while on VA property. MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-1 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION 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. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-2 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct 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. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. The following standard Items relate to records generated in executing this contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-3 f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-4 payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-5 Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment. b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required. c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default program files directory and silently install and uninstall. d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle. f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) 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. g. The contractor/subcontractor agrees to: (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: (a) The Systems of Records (SOR); and (b) The design, development, or operation work that the contractor/subcontractor is to perform; (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 SOR on individuals that is subject to the Privacy Act; and VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-6 (3) 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 SOR. h. 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 SOR 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 SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency. (1) Operation of a System of Records means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records. (2) 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 identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. (3) System of Records 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. i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as Systems ), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems. j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than __1__ days. k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within __1__ days. MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-7 l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology. 5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor s security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COTR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA s network involving VA information must be reviewed and approved by VA prior to implementation. b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII. c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks. d. The contractor/subcontractor s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA s POA&M management process. The contractor/subcontractor must use VA s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor activities must also be subject to such assessments. If major changes to the system occur that may VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-8 affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary. e. The contractor/subcontractor must conduct an annual self assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COTR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost. f. VA prohibits the installation and use of personally-owned or contractor/subcontractor owned equipment or software on VA s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE. g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract. h. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: (1) Vendor must accept the system without the drive; (2) VA s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or (3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-9 (4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then; (a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and (b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract. (c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation. 6. SECURITY INCIDENT INVESTIGATION a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other VA HANDBOOK 6500.6 MARCH 12, 2010 APPENDIX C C-10 compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 7. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C C-11 (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $______ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. CONTRACTOR PERSONNEL SECURITY Contractor shall not be required to obtain a background investigation as contractor staff will not have access to VA computer system or high value areas without a VA security escort with the appropriate clearance. GOVERNMENT RESPONSIBILITIES VA shall provide escorted security access into high security areas as needed to perform work during normal duty hours. The Government shall make available to the Contractor the necessary Government Furnished Equipment (GFE) to perform the duties of the Task Order (i.e. VM Servers (Windows Server 2012 R2) for Contractor required software). SERVICE CALLS The vendor will be required to provide full technical support both on-site and phone.  The phone support must be available during at least eight working hours, between 8:00 am and 5:00 pm, Monday thru Friday (Eastern Time) (excluding Federal Holidays.) The contractor shall respond to service calls during normal working hours (between 8:00 AM and 4:00 PM), Monday through Friday, excluding holidays observed by the Memphis VAMC. On-site service must be provided by next business day. Technician will check in with Logistics and OI&T before reporting to the department for repair. All machines covered under this task order shall be maintained at 95% monthly effectiveness rate based on the standard federal work month.   Failure of any machine to achieve a monthly effectiveness level of 95% for more than two months shall result in reassessing the Contractor s performance and functional ability to perform for the term of the agreement. CONSUMABLES MANAGEMENT: Vendor must provide a proactive consumables management system to automatically detect low toner situations and order toner as needed. Cartridge model must be supported by automatic ordering process model; please describe how you would offer this service. AUTOMATED DATA COLLECTION: Vendor must provide recommendations around tools that reside inside the VA network/firewall to securely collect asset information (statistics, alerts, interventions, meter reads, etc.), and transmit the information back to the vendor to take action when appropriate. This tool must push the information to the vendor over a secure communications channel; it cannot allow the vendor to pull the information from inside the VA network. This tool will help the VA obtain a complete picture of our output environment, identify opportunities for sustained operational cost savings, and help us transition to a true managed print environment. PROACTIVE DEVICE MONITORING: Vendor must provide a proactive device management and monitoring software to allow for remote device alert notifications, diagnostics, and configuration. REPORTS: Vendor will provide reports to help us determine what devices we have and where, what devices have been added recently, changed, are missing, are expiring soon, and are under- or over-utilized. Monthly reports showing user deleted and system deleted (print jobs automatically purged from central print queue) page volumes are required to show the true quantity of pages deleted utilizing the PIV Enabled Print Release solution. B.5 Price/Cost Schedule High Speed MFDs Base Year ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT 0001 Contract Period: Base POP Begin: 10-01-2018 POP End: 09-30-2019 Firm Fixed Price (FFP), FOB: Destination 09 EA 0001AA Multi-Functional Device B/W 105PPM/50,000 clicks/month Release of Information 1 EA 0001AB Multi-Functional Device B/W 95PPM/30,000 clicks/month Release of Information 1 EA 0001AC Multi-Functional Device B/W 75PPM/15,000 clicks/month Release of Information 1 EA 0001AD Multi-Functional Device B/W 125PPM/250,000 clicks/month Includes Stapling and Sorting Mailroom 1 EA 0001AE Multi-Functional Device B/W 125PPM/160,000 clicks/month Includes Sorting, Stapling, Booklet Maker And Folding Mailroom 1 EA 0001AF Multi-Functional Device 75PPM/30,000 COLOR 10,000 B/W clicks/month Includes Sorting and Stapling Mailroom 1 EA 0001AG Multi-Functional Device B/W 75PPM/20,000 click/month Human Resources 1 EA 0001AH Multi-Functional Device B/W 95PPM/30,000 clicks/month Human Resources 1 EA 0001AI Multi-Functional Device B/W 75PPM/15,000 clicks/month Nursing Services 1 EA TOTAL PRICE: Option Year 1 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT 10001 Contract Period: Option Year 1 POP Begin: 10-01-2019 POP End: 09-30-2020 FFP, FOB: Destination 09 EA 10001AA Multi-Functional Device B/W 105PPM/50,000 clicks/month Release of Information 1 EA 10001AB Multi-Functional Device B/W 95PPM/30,000 clicks/month Release of Information 1 EA 10001AC Multi-Functional Device B/W 75PPM/15,000 clicks/month Release of Information 1 EA 10001AD Multi-Functional Device B/W 125PPM/250,000 clicks/month Includes Stapling and Sorting Mailroom 1 EA 10001AE Multi-Functional Device B/W 125PPM/160,000 clicks/month Includes Sorting, Stapling, Booklet Maker And Folding Mailroom 1 EA 10001AF Multi-Functional Device 75PPM/30,000 COLOR 10,000 B/W clicks/month Includes Sorting and Stapling Mailroom 1 EA 10001AG Multi-Functional Device B/W 75PPM/20,000 click/month Human Resources 1 EA 10001AH Multi-Functional Device B/W 95PPM/30,000 clicks/month Human Resources 1 EA 10001AI Multi-Functional Device B/W 75PPM/15,000 clicks/month Nursing Services 1 EA TOTAL PRICE: Option Year 2 ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT 20001 Contract Period: Option Year 2 POP Begin: 10-01-2020 POP End: 09-30-2021 FFP, FOB: Destination 09 EA 20001AA Multi-Functional Device B/W 105PPM/50,000 clicks/month Release of Information 1 EA 20001AB Multi-Functional Device B/W 95PPM/30,000 clicks/month Release of Information 1 EA 20001AC Multi-Functional Device B/W 75PPM/15,000 clicks/month Release of Information 1 EA 20001AD Multi-Functional Device B/W 125PPM/250,000 clicks/month Includes Stapling and Sorting Mailroom 1 EA 20001AE Multi-Functional Device B/W 125PPM/160,000 clicks/month Includes Sorting, Stapling, Booklet Maker And Folding Mailroom 1 EA 20001AF Multi-Functional Device 75PPM/30,000 COLOR 10,000 B/W clicks/month Includes Sorting and Stapling Mailroom 1 EA 20001AG Multi-Functional Device B/W 75PPM/20,000 click/month Human Resources 1 EA 20001AH Multi-Functional Device B/W 95PPM/30,000 clicks/month Human Resources 1 EA 20001AI Multi-Functional Device B/W 75PPM/15,000 clicks/month Nursing Services 1 EA TOTAL PRICE:. Point of Contact Contract Specialist Name: Ralf Pietzsch Organization: NCO 9 Phone No.: 615-225-5974 E-Mail Address: ralf.pietzsch@va.gov
 

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