SOURCES SOUGHT
R -- Sources Sought Master Planning Consultant
- Notice Date
- 7/21/2021 11:14:52 AM
- Notice Type
- Sources Sought
- NAICS
- 541611
— Administrative Management and General Management Consulting Services
- Contracting Office
- 247-NETWORK CONTRACT OFFICE 7 (36C247) AUGUSTA GA 30904 USA
- ZIP Code
- 30904
- Solicitation Number
- 36C24721Q1025
- Response Due
- 7/26/2021 9:00:00 AM
- Archive Date
- 11/02/2021
- Point of Contact
- Leonard Robinson, Contracting Specialist, Phone: 404-321-6111 x5508
- E-Mail Address
-
leonard.robinson@va.gov
(leonard.robinson@va.gov)
- Small Business Set-Aside
- SDVOSBC Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- Awardee
- null
- Description
- Sources Sought Notice 2 The Department of Veterans Affairs, RPO East/NCO 7 located in Tucker, GA has a requirement for a Consultant which will provide services that include Master Planning, updates to VA s Capital Asset Inventory (CAI) database, drawings maintenance, and Strategic Capital Investment Planning (SCIP) readiness. The contractor shall perform service in accordance with the Statement of Work which will be attached to this Sources Sought Notice. This is a SOURCES SOUGHT NOTICE only for the purpose of Market Research to determine the availability and capability of SDVOSB Business Concerns. Responses to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this source sought is not a request to be added to a prospective bidders list or solicitation. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability statement that addresses the specific requirement identified in this Sources Sought, please ensure to include your company s DUNS number on your response. Refer to the Statement of Work section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy The NAICS code is 541611, Administrative Management and General Management Consulting Services, and the Size Standard is $16.5 million. Responses must be received by no later than 12:00 p.m. Eastern Time, Thursday, July 26, 2021. Responses shall be emailed to leonard.robinson@va.gov. This notice is to assist the VA in determining sources only. All contractors interested in doing business with the Government must be registered in the System for Award Management (SAM) database. The website for registration is www.sam.gov. Service- Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses should also indicate whether the company is verified by the VA in the Vendor Information Pages (VIP) Database at www.vetbiz.gov. STATEMENT OF WORK MASTER PLANNING 2022 PART A SCOPE OF WORK Consultant Services shall include: The Consultant will provide services that include Master Planning, updates to VA s Capital Asset Inventory (CAI) database, drawings maintenance, and Strategic Capital Investment Planning (SCIP) readiness. VISN 7 has a total 8,838,465 gross square feet (GSF) of owned space in 233 buildings, and 1,314,883 net usable square feet (NUSF) of leased space in 83 buildings across the Network (VISN 7 Headquarters (HQ) and 8 facilities (10 sites). The sites of care are summarized in the below table: Alabama Market Georgia Market South Carolina Market Birmingham VA HCS Owned Space: 799,567 GSF Owned Buildings: 4 Acres: 4 Leased Space: 210,373 NUSF Leased Buildings: 14 Approved Future Leases: 3 (2 are larger replacement leases from the existing count) Atlanta VAMC Owned Space: 1,347,027 GSF Owned Buildings: 16 Acres: 51 Leased Space: 302,233 NUSF Leased Buildings: 22 Approved Future Leases: 3 Columbia VA HCS Owned Space: 1,125,764 GSF Owned Buildings: 37 Acres: 97 Leased Space: 172,917 NUSF Leased Buildings: 11 Approved Future Leases: 4 (3 are larger replacement leases from the existing count) Central Alabama VA HCS West Campus Montgomery: Owned Space: 357,188 GSF Owned Buildings: 16 Acres: 50 Leased Space: 146,163 NUSF Leased Buildings: 5 Approved Future Leases: 1 East Campus Tuskegee: Owned Space: 1,136,025 GSF Owned Buildings: 48 Acres: 187 Leased Space: 0 Leased Buildings: 0 Augusta VAMC Downtown Division: Owned Space: 666,467 GSF Owned Buildings: 2 Acres: 20 Leased Space: 28,554 NUSF Leased Buildings: 3 Approved Future Leases: 3 (all are larger replacement leases from the existing count) Uptown Division: Owned Space: 1,063,819 GSF Owned Buildings: 18 Acres: 105 Leased Space: 0 Leased Buildings: 0 Ralph H. Johnson VA Medical Center in Charleston, SC Owned Space: 550,530 GSF Owned Buildings: 7 Acres: 19 Leased Space: 359,712 NUSF Leased Buildings: 14 Approved Future Leases: 2 Tuscaloosa VA Medical Center Owned Space: 1,057,721 GSF Owned Buildings: 42 Acres: 120 Leased Space: 8,049 NUSF Leased Buildings: 4 Approved Future Leases: 0 Carl Vinson VA Medical Center in Dublin, GA Owned Space: 734,357 GSF Owned Buildings: 43 Acres: 101 Leased Space: 47,075 NUSF Leased Buildings: 5 Approved Future Leases: 4 (3 are larger replacement leases from the existing count) VISN 7 HQ (leased space in Duluth, GA, and Augusta GA) Leased Space: 39,807 NUSF Leased Buildings: 3 VA Southeast Network (VISN 7) Total: Owned Space: 8,838,465 GSF Owned Buildings: 233 Acres: 754 Leased Space: 1,314,883 NUSF Leased Buildings: 81 Approved Future Leases: 20 (11 are larger replacement leases from the existing count) Period of performance: 365 calendar days Master Planning: The Consultant will develop a Strategic Business Plan and related Strategic Facility Plan that provides a vision for growth over the next 10 years for each VA Southeast Network facility. The Consultant will work with the engineering staff, strategic and/or facility planner, and senior leadership team to collect necessary data, analyze the data, and present recommendations regarding projects to support that vision. Collect all necessary data that is provided by the VA and collected independently to include, but not limited to: Baseline Year (2021) Veteran population, enrollment, utilization, special population, and local demographics projection forecasts Existing workload Market and sector (sub-market) boundaries and service needs Drive time access and rural analysis VHA, VISN and Medical Center Mission, Vision Statements, and Strategic Plans Current facility goals and strategic plans where available Previous facility master plans Previous market assessment recommendations Current Health Care Planning Model (HCPM) Market Reports Current Strategic Capital Investment Planning (SCIP) Gaps and Projects Proposed Capital and Non-Capital Solutions Capital Asset Inventory (CAI) including Facility Condition Assessments (FCA), and Capital Functional Survey Data Current facility project data (of ongoing work) and associated space implications Joint Commission Statements of Condition Other local facility data, and other documents as may be appropriate and available Capital Asset Inventory (CAI): Database and drawing updates: CAI (database): The Consultant will update the CAI database to prepare each facility for the upcoming 2022 CAI data call. The Consultant will remote into the CAI database for VISN 7 to update the system. The Consultant will make updates to Buildings, Structures, Land, Leases, Disposals, and Operational Agreements. The Consultant will develop a worksheet (Microsoft Excel) to gather information from the sites to make corrections to the data and/or to insert new data and records. The Consultant will develop an issues log for changes/edits that require higher-level VA approval. During the phase of this effort, the issue log will be given to the Contracting Officer Representative weekly to escalate for resolution. Buildings: Consultant will validate all building records and ensure that CAI has all buildings accounted for and that data is properly reflected in CAI. Consultant will enter missing or corrected data directly into CAI. Consultant will address updates as it relates to adding new buildings indicating accurate ownership (leased or owned). Buildings that require disposal will be appropriately coded. Attachment A (Current Usage Code Crosswalk) and Attachment B (Building GSA Usage Code Crosswalk) are included for reference. CAI building updates are not limited to the below solely, however they are singled out as they are usually identified on CAI discrepancy reports for corrections. Vacant asset Vacant assets reflect Personnel data. If the building is fully, unoccupied, then the number of personnel must be removed from CAI. If the building is partially unoccupied, then CAI must be updated by removing the word Vacant from the field and ensuring the correct vacant SF data is reflected in CAI. The Consultant will make these changes. Vacant SF value is the same as GSF, which implies the asset is Vacant. The word VACANT must be added in front of the Function Title (for owned assets), while NOT removing the descriptive name, in CAI. For example, if an administration building is fully vacant, it would read Vacant Administration Building not just Vacant . The Consultant will make these changes. If the asset s total GSF is not vacant, then the Consultant will update the Vacant SF to the appropriate SF amount in the Building s Floor Detail screen. If the Function Title field shows Vacant but the Vacant SF is not reflected in CAI as 0% utilization, then the Floor Detail information must be updated to reflect the vacant square footage for the building s square footage. For example, if the entire building is Vacant (i.e., 0% utilization rate), then the SF at the Floor Detail level to reflect the building s total square footage as vacant must be updated [ABC Building: Total SF: 1,500 SF = Floor detail: Vacant @ 1,500 SF]. However, if only a portion of the building is vacant, then the word Vacant should NOT be in the Functional Title field and the vacant square footage must be noted at the Floor Detail level for the building, in CAI [ABC Building: Total SF: 1,500 SF = Floor detail: Vacant @ 500 SF + Pharmacy @ 1,000 SF]. The Consultant will make these changes. Personnel data: Required for all building types that typically have staff or contractors in them unless the building is vacant. The Consultant will populate the number of personnel (either Federal or Contractor) occupying the space within the building. Functional Title: The title should be descriptive based on the predominant use of the building. Update vacant only titles to include the descriptive name previously used for the asset. The Consultant will make these changes and will spell out the name of the asset for acronyms. Usage Code: The Consultant will ensure that usage codes are accurate. Review Usage code=All other (80) for accuracy to ensure the correct GSA usage code is used. For example, Water Tower (recode to Industrial), Pharmacy (recode to Institutional), Vacant (recode to an identifiable code based on asset s previous functional name/use), etc. The Consultant will make these changes and will review all other building details (Total GSF, Vacant GSF, Ideal Space GSF, etc.) to ensure accuracy. Building SF: The Consultant will ensure all operational buildings have square footage associated with them. The Total GSF must equal Department GSF (DGSF) + Common SF. Check the total Existing GSF against the Total GSF and reconcile the sum of Existing GSF and Total GSF. The Consultant can either update the Total GSF or the existing DGSF/Common SF side of the equation, but they must equal and correspond to the total SF built. Refer to the building s space breakdown by floor and ensure those spaces total to the GSF for that building. Address data validation: The Consultant will ensure that the addresses for each record are accurate and passes the address validation tool in CAI. Structures: The Consultant will ensure that CAI has all structures properly accounted for and their data reflected and that the unit of measure is listed and accurate. Ensure addresses associated with the structures are accurate and passes the address validation tool in CAI. Land: The Consultant will ensure that CAI has all land parcels properly accounted for and their data reflected. Ensure addresses associated with land parcels are accurate and passes the address validation tool in CAI. Leases: The Consultant will ensure that CAI has all operational leases (where VA is a tenant) properly accounted for and their data reflected. Lease updates are not limited to the below solely, however they are singled out as they are usually identified on CAI discrepancy reports for corrections. Lease Name: All Operational leases must have a descriptive name/title that indicates the predominant use of the leased asset. The Consultant will make the corrections or new entries, if applicable. Lease Dates: All operational leases require full information related to lease term. Direct leases should have the following dates: Acceptance, Activation, Hard Termination, and Soft Termination. If the lease has no options, the Hard termination and Soft termination should be the same. If the lease is missing date(s) or the dates don t line up with the term (For example, lease activated 1/1/2010 with a 5 years term and no options, but soft term date is 1/1/2020), it must be corrected. If the lease has concluded, been Terminated, or otherwise Canceled, change the status of the lease as necessary. If the lease has not yet become operational, the lease status must be noted as Proposed . The Consultant will make the corrections or new entries, if applicable. Lease extensions: The Consultant will not add a lease extension without the signed executed agreement from the facility POC, which the Consultant will upload in the documents section. Standstill agreements: The Consultant will not add a standstill agreement without the signed executed agreement from the facility POC, which the Consultant will upload in the documents section. Usage Code: The Consultant will ensure that usage codes are accurate. Review Usage code=All other (80) for accuracy to ensure the correct GSA usage code is used. Refer to attachment B. Annual Rent and Operational Expenses: The Consultant will ensure that all Operational leases have a figure for both the Annual Rent and Operational Expense costs, where applicable. Annual Rent includes base rent (or shell rent) plus any cost included in the rental payment to the lessor that VA does NOT pay for outside the rent. This could include items such as janitorial service, utilities, etc. The Consultant will confirm that the Operational Expense (Op Exp) values are properly accounted for that are not included in the base rent. Annual operating and maintenance costs, paid separately, must be entered in the Annual Rent Breakdown fields in CAI. If costs are included in the base rent, then a $0 value is acceptable. Address data validation: The Consultant will ensure that the addresses for each record are accurate and passes the address validation tool in CAI. Disposals: The Consultant will review all disposals marked Planned to be completed by end of FY 2022. If the disposals are not going to be completed before 9/30/2022 and for Planned disposals dated to 2022 and the disposition hasn t occurred, they should be changed in CAI to a future date (2022 or later). If the disposal is still planned and will be completed by 9/30/2022, no change is required. If the disposal has been completed, change the disposal record type from Planned to Completed and populate other corresponding fields (i.e., actual completion date, actual cost incurred, and projected revenue, etc.) directly in CAI. Planned disposals should use estimated values for disposal costs and projected revenue until the disposal action is completed. Consultant will confirm and update to the appropriate value(s) in CAI. Agreements: The Consultant will not add new operational agreements without a signed executed document, which the Consultant will upload in the documents section. Agreements with Proposed-New or Proposed-Renew status with assigned ACCs and RSCs will be changed to operational if the agreement is operational. Project Name and Function: All agreements, proposed or operational, must have a descriptive project name and a predominant function designation. The Consultant will make the corrections or new entries, if applicable. Building & Land: Many agreements should be associated with either a building or a piece of land. If the agreement is not associated with either a building or a piece of land, then flag that appropriately in CAI by checking the box Agreement is not associated with specific assets in the Add Agreement dialogue box. The Consultant will make the corrections or new entries, if applicable. GSF and Gross Acres (GA): If an agreement is associated with a building, CAI tracks this under GSF. If an agreement is associated with land CAI tracks this through Gross Acres (GA). The Consultant will ensure that agreements associated with a building have GSF listed and that it is accurate and that agreements associated with land have GA listed and that it is accurate. If an agreement is associated with a building or land but not with any square footage or acreage, such as a rooftop antenna, then a 0 value should be entered in the appropriate column. The Consultant will make the corrections or new entries, if applicable. Agreement Start Date, End Date, and Term: All operational agreements require information related to the term of the agreement, including Start Dates, End Dates, and Term. Agreements lacking information in the Start Date, End Date and Term columns must be updated by the Consultant. Agreement POCs: All Operational agreements require the contact information for the person responsible for the agreement. There should be a name, a phone number, and an email address for this contact person. Having this information is critical to VA s oversight function. The Consultant will validate the existing information is accurate and will insert missing information. CAI (drawing files): The Consultant will conduct a full face to face space audit of each main campus (8 facilities, 10 sites). The space audit should show all current rooms, the owning service, the current room usage, and any other information relevant to the planning effort. The Consultant will update the facility s existing AutoCAD (.dwg) floor plans with any discrepancies found. After the initial audit, two additional audits (virtual) will be made to accommodate changes that result from space moves and/or renovations and construction projects. The Consultant will develop a process to request a data call and government will provide updates that were made since initial audit via space minutes, red-lines, as-builts, etc. in response to the data call. SCIP Readiness: The Consultant will develop a 10-year Construction Phasing Plan that considers the impact of all in-progress and/or pending renovations and make recommendations on the realignment of the facility s existing SCIP for NRMs, Minors, Leases, and Major projects. The 10-year Construction Phasing Plan will have detailed planning for first five years and broader overall objectives for the second five years. The Consultant will perform the following tasks: review and identify any new specific capital initiatives such as construction projects, special projects (studies) and/or leases; evaluate the advantages of build versus lease versus fee out decisions regarding capacity requirements (cost, timing of need, availability of resources, duration of need and location of need relative to location of customer shall be considered); evaluate the advantages of renovation versus new construction versus non-capital solutions regarding meeting capacity requirements (condition of facilities to be renovated, the cost of renovations, the existing layout and functionality of existing space, physical limitations and constraints, as well as adjacencies of existing space to other key programs in the facility shall be considered). For new capital solutions, the Consultant will develop realistic timelines, cost estimates, gap reviews, detailed description, and scope of work. VA will use this information to submit projects into SCIP (the Consultant will not perform SCIP submissions). For each project the Consultant will include a timeline that recommends the SCIP year/cycle that the project shall be entered into the SCIP Automation Tool (SAT). Prepare a Basis of Study that outlines the study details and the ultimate presentation in the final plan and reports. Prepare a Schematic Study that includes both a narrative and conceptual drawings that meets or exceed current VA performance measures, design guides, and access requirements through improved space utilization. It should demonstrate the following: proposed spatial improvements to facilities that will eliminate gaps and/or surpluses in care; upgrade the facility to meet current life safety and building code requirements; correct high priority (levels C, D and F) deficiencies as identified in the Facility Condition Assessment; increase productivity; economize space; improve ergonomics; improve aesthetics; enhance overall appearance; reduce operational costs; and/or, extend the useful life of the facility through modernization of supporting architectural and utility infrastructure. The master plan should be based on the approved Schematic Study that outlines systematic and logically phased/sequenced plans for improving the environment of care of all medical and administration functions at each Medical Center and Community Based Outpatient Clinics. Additionally, the 10-year Construction Phasing Plan should be a part of the Master Plan. The Consultant conducting the master planning shall have at least ten years of experience in healthcare planning and five years of experience with federal contracts. Experience with healthcare clinical design, VA patient and family-centered care or Planetree philosophy, evidence-based design for interior features to promote healing environments, ADA, NFPA 101 Life Safe Code, LEED certification, energy conservation, interior design, and space planning is preferable. All work to be performed for this project must meet all National Fire Protection (NFPA); National Electric Code (NEC); National Electrical Manufacturers Association (NEMA); Energy Independence and Security Act of 2007 (EISA 2007); Underwriters Laboratory, Inc. (UL); Federal, State, and Local regulations and codes; and JCAHO standards and guidelines. Deliverables: Part I: Basis of Study: Provide a detailed summary of current conditions, constraints, and plans. This summary should include all meeting minutes, analyses performed, reviews performed, and other relevant documentation. This submission is intended to provide an agreed starting point for the master plan. It is expected by this submittal that the Consultant will have performed (at a minimum) the following tasks: Coordinated with VA personnel to develop a listing of all planning assumptions and constraints; and, Generated in a collaborative method with VA personnel a list of necessary interviewees to ensure that critical stakeholders are included; and, Facilitated planning meetings with all critical stakeholders to perform an analysis and determination of needs to develop options for the facility master plan. A facility point of contact will be provided to the Consultant for each site to coordinate the above activities. Part II: Schematic Study: The submittal will include conceptual drawings of the facility master plans, initial project listings and initial scope and cost estimates. It is expected by this submittal the Consultant will have performed (at a minimum) the following tasks: Identified any planned new programs for the facility and determined workload and space requirements for those new programs; and, Completed a Market Level Services Delivery Plan; and, Completed a Space and Service GAP analysis that contains all required solutions; and, Evaluated and identified additional services needed to support new programs; and, Completed an initial gap evaluation and provided a report showing current and future deficiencies for: Support Services Clinical Services (Patient Care) Mechanical, Electrical, Plumbing Infrastructure Space Security Functionality/Adjacency/Efficiency Parking Part III: CAI CAI (database): The submittal will include the worksheet used to populate CAI with updates. CAI (drawing files): The submittal will include complete .dwg drawings and PDF s. Part IV: Draft Master Plan and 10-year Construction Phasing Plan: The submittal will include a 60% draft of the master plan and 10-year construction phasing plan with refined drawings, project listings, refined project phasing plan, scope and cost estimates for all work included in the Master Plan. Draft version to include two-page briefing paper, online presentation, and handout. It is expected by this submittal that the Consultant will have performed (at a minimum) the following tasks: Provided a general listing of program requirements, as well as a detailed listing of projects and prioritization; and, Utilized space projections to determine appropriate square footage needs on both the departmental and facility levels; and, Developed a detailed list of capital initiatives by year and program along with a Gantt Chart schedule for the Capital Master Plan that will identify tasks (broadly defined projects), task duration, task schedule (timing of activation to meet projected demand), task phasing (successor/predecessor relationships), as well as program resources required for accomplishment (NRM, CSI, Minor, Major, lease, etc.) preferred format for Gantt Chart is Microsoft Projects. Part V: Final Master Plan and 10-year Construction Phasing Plan: The submittal shall include final drawings, project listings, timeline, scope, and cost estimates for all work of the Master Plan. Meeting Frequencies (per site), Meeting Modalities and Submission Due Dates: Item # of Meetings Required Meeting Modality Submission Due Date Part I Basis of Study 3 Virtual 60 Days from NTP Part II Schematic Study 1 Virtual 120 Days from NTP Part III CAI updates Initial space Audit Database Updates Update floor plans (final update) 2 days 1 1 Face to Face Virtual Virtual 90 Days from NTP 210 days from NTP 330 days from NTP Part IV Draft Master Plan and 10-year Construction Plan 1 Virtual 180 Days from NTP Part V Final Master Plan 2 Virtual 300 Days from NTP Note: The VA will have 10 working days to review each submission. Submittal Formats Submittals shall be provided in electronic format only, unless specifically required to be in hard copy format as listed below. Electronic format includes: Portable Document Format (.pdf), Microsoft Office Suite formats (.doc, .xls, and .ppt), Microsoft Project (.mpp), and AutoCAD (.dwg) files are acceptable formats. Submittals shall additionally be compliant with Section 508 of the Rehabilitation Act (29 U.S.C. '794 d); information on the requirements for accessible media can be found at http://www.section508.gov/. Meeting/Conference Minutes: The Consultant will provide meeting minutes for all formal meetings and conferences held with the VA. Meeting minutes shall be submitted within seven (7) calendar days of the meeting or conference. Site Visit Reports: Site visit reports shall be submitted within seven (7) calendar days of the visit. Part I: Basis of Study All documents in any of the electronic formats listed above on a CD. Three paper bond sets of documents for each facility. Part II: Schematic Study All documents in any of the electronic formats listed above on a CD. Three paper bond sets of documents for each facility. Part III: Draft Master Plan and 10-year Construction Plan All documents in any of the electronic formats listed above on a CD. Three paper bond sets of Master Plan document for each facility. Part IV: CAI updates All documents in any of the electronic formats listed above on a CD. Drawing updates shall be in .dwg and PDF for each facility. Part V: Final Master Plan All documents in any of the electronic formats listed above on a CD. Three paper bond sets of documents for each facility. PART B - Supplement B The project design shall be completed in accordance with this scope and all appropriate Department of Veterans Affairs (VA) standards, specifications, and other criteria otherwise required by the VA. The Consultant shall retrieve all VA design information and standards from the VA Facilities Web Site (http://www.cfm.va.gov/). These documents and all national, state, and local codes adopted and used by the VA shall be incorporated in the design of this project and reflected in the construction cost estimate. The following references, as applicable but not limited to, shall be utilized for planning and design purposes: National CAD Standard Details PG-18-4 VHA Program Guide PG-18-3 VA Master Construction Specifications Structural Design Manual National Electric Code PG-18-13 Barrier Free Design Handbook Life Safety Codes Electrical Design Manual Government-furnished Record Drawings (Consultant to field verify conditions) PG-18-15 AE Submission Requirements. HVAC Design Manual VA Sustainable Design Manual PART C Security Requirements VHA Handbook 6500 (Appendix B), 852.273-75 - Security Requirements for Unclassified Information Technology Resources: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. VHA Handbook 6500 (Appendix C), 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. 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. VHA Handbook 6500 (Appendix C), 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...
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