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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 02, 2018 FBO #6096
DOCUMENT

D -- Geriatrics Cognative Impairment - Attachment

Notice Date: 7/31/2018
Notice Type: Attachment
NAICS: 541512 — Computer Systems Design Services
Contracting Office: Department of Veterans Affairs;Office of Acquisition Operations;Technology Acquisition Center - Austin;1701 Directors Blvd, Suite 600;Austin TX 78744
ZIP Code: 78744
Solicitation Number: 36C10A18Q9155
Response Due: 8/1/2018
Archive Date: 8/31/2018
Point of Contact: Lino Vera@va.gov
Small Business Set-Aside: N/A
Description: Geriatrics Cognitive Impairment TAC Number: TAC-17-51248 Page 2 of 29 SIMPLIFIED ACQUISITION PROCEDURES (SAP) PERFORMANCE WORK STATEMENT (PWS) DEPARTMENT OF VETERANS AFFAIRS Office of Information & Technology eLearning Geriatrics Cognitive Impairment Date: 07/10/2018 TAC-17-51248 PWS Version Number: 1.0 Contents 1.0 DESCRIPTION OF SERVICES 3 2.0 APPLICABLE DOCUMENTS 3 3.0 PERFORMANCE DETAILS 3 3.1 PERFORMANCE PERIOD 3 3.2 PLACE OF PERFORMANCE 4 4.0 SPECIFIC TASKS AND DELIVERABLES 4 4.1 REPORTING REQUIREMENTS 4 4.2 Beta test procedures/testing 5 4.3 Gold release 5 5.0 GENERAL REQUIREMENTS 6 5.1 ENTERPRISE AND IT FRAMEWORK 6 5.1.1 ONE-VA TECHNICAL REFERENCE MODEL 6 5.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM) 6 5.1.3 INTERNET PROTOCOL VERSION 6 (IPV6) 6 5.1.4 TRUSTED INTERNET CONNECTION (TIC) 6 5.1.5 STANDARD COMPUTER CONFIGURATION 6 5.1.6 VETERAN FOCUSED INTEGRATION PROCESS (VIP) 7 5.1.7 PROCESS ASSETT LIBRARY (PAL) 7 5.2 SECURITY AND PRIVACY REQUIREMENTS 7 5.2.1 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 7 5.3 METHOD AND DISTRIBUTION OF DELIVERABLES 8 5.4 PERFORMANCE METRICS 8 5.5 FACILITY/RESOURCE PROVISIONS 9 ADDENDUM B VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE 13 DESCRIPTION OF SERVICES The proposed immersive game-based training simulation will address the training gap of diagnosing and managing cognitive impairment in older adults via four educational learning objectives as listed below. The conversation scripts and other supporting materials will be provided to the contractor. A list of enabling learning objectives will be delivered upon award of this contract. Elicit an appropriate history of cognitive and functional symptoms that helps to differentiate between normal aging, reversible causes of cognitive impairment (e.g., sleep, mood, medications, medical illnesses) and dementia warning signs. Understand and interpret results of common cognitive screeners (i.e., MMSE, MOCA, SLUMS, Clock Drawing Task) Demonstrate competence in informing patients and family members with the results of assessment including diagnosis and rationale for additional tests/referrals Design a basic care plan that includes additional tests, referrals to specialists, appropriate pharmacological and non-pharmacological treatments, and referrals to community resources. APPLICABLE DOCUMENTS VA Directive and Handbook 6102, Internet/Intranet Services, July 15, 2008 36 C.F.R. Part 1194 Electronic and Information Technology Accessibility Standards, July 1, 2003 Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998 One VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx) Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0, Federal Interagency Technical Reference Architectures, Department of Homeland Security, October 1, 2013, https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf OMB Memorandum M-08-05, Implementation of Trusted Internet Connections (TIC), November 20, 2007 PERFORMANCE DETAILS PERFORMANCE PERIOD The period of performance (PoP) shall be 6 months from the date of award with no option periods. PLACE OF PERFORMANCE Tasks under this PWS shall be performed at Contractor facilities. The Contractor shall identify the Contractor s place of performance in their Task Execution Plan submission. SPECIFIC TASKS AND DELIVERABLES The Contractor shall perform the following: The Contractor shall provide up to three scenarios with voice using Geriatrics Late Life depression baseline capabilities. All scripts will be provided as Government furnished information and shall not be longer than previously provided Late Life Depression Scripts. The contractor shall ensure that the solution maintains the same WebGL capabilities, game environments, gameplay, game help system, game tutorial, game save points, game role play down to two sublevels, game analytics/data collection and game results (User selections and AAR results) as the newest version of Geriatrics Late Life Depression after all 2018 modifications are completed. The game should be compatible with the technological requirements (browser based, 3D, full color, and high definition) to be housed in the virtual medical center hosting, MyEES Gaming Portal and VHA TRAIN web sites. REPORTING REQUIREMENTS The Contractor shall provide a Kick Off Meeting with the VA at least two weeks after contract award. This Kick Off Meeting can take place at the Contractor s facilities or by teleconference. The Contractor shall provide the COR with Monthly Progress Reports in electronic form using Microsoft Office products. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month. The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The Contractor shall conduct bi-weekly teleconference meetings as needed to review Monthly Progress Reports schedule and any identified problems. Deliverable: Kick Off Meeting Schedule Monthly Progress reports Weekly teleconference with updates as needed BETA TEST PROCEDURES/TESTING The Contractor shall develop and submit Beta Test Procedures for review by the Government. Beta testing shall include participants identified by the Government. The Beta testing timeline shall be captured in the schedule. The Contractor shall include enough timeframe in the schedule to complete all Beta Test efforts. The Contractor shall conduct a Beta Testing Event at an agreed upon location. As applicable the Government may elect to conduct virtual Beta Testing. The Beta review shall consist of the Contractor providing the Government and SMEs with an Alpha review baseline that includes updates that were identified during review. Government, Customer, Client, and/or SMEs will conduct Beta Testing, including following the test procedures/script and identifying areas captured during Alpha review that were not incorporated as part of the Beta baseline. Beta review findings shall include previous issues not yet addressed or resolved, as well as any new issues. New findings that were not part of previous review and that that will result in major software work effort will be captured in future modifications. Deliverable: Beta Test Procedures GOLD RELEASE The Contractor shall stabilize all product features designed, coded and tested through one or more beta cycles with no known showstopper-class bugs. Source code changes shall be completed to fix defects, and documentation/data files shall be updated. The Contractor shall capture all delivery efforts in the schedule, including: date of final delivery, implementation instructions and any training and/or tutorial overview required. The contractor shall ensure all aspects of the solution are compliant with VHA Information Security and Office of Information and Technology protocols and requirements for gold release. The game will operate on VA issued PC computers. The contractor shall prepare package and deliver the game for Gold Release so that the PC version shall be delivered technically ready to use on VA AKAMAI server with ability to run on a standard web server with no special installs or extras required: Akamai content can consist of WebGL, HTML, JavaScript, CSS, Java, and any standard web files like jpgs, video files, etc. They cannot have any server-side scripting languages like ASP.NET or any special underlying server requirements. The contractor shall remediate all bugs and/or GFI provided training requirements identified in the release process. The contractor shall package and deliver this game in WebGL format. The contractor shall package and provide the final game for delivery. Deliverable: Gold Release with Government verification of Beta fixes GENERAL REQUIREMENTS ENTERPRISE AND IT FRAMEWORK ONE-VA TECHNICAL REFERENCE MODEL The Contractor is not delivering any hardware or software that will be required to be installed on any VA computer or require a VA network so that the VA enterprise management framework is not applicable. FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM) The Contractor is not delivering any hardware or software that will be required to be installed on any VA computer or require a VA network or collects any personal identifiable information (PII) so that the Personal Identity Verification (PIV) card, user authentication services, Identity and Access Management PIV requirements using VA Enterprise Technical Architecture (ETA) is not applicable. INTERNET PROTOCOL VERSION 6 (IPV6) The Contractor is not delivering any hardware or software that will be required to be installed on any VA computer or require a VA network or collects any personal identifiable information (PII) so that the Internet Protocol Version 6 (IPv6) is not applicable. TRUSTED INTERNET CONNECTION (TIC) The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M08-05 mandating Trusted Internet Connections (TIC) (http://www.whitehouse.gov/sites/default/files/omb/assets/omb/memoranda/fy2008/m08-05.pdf), M08-23 mandating Domain Name System Security (NSSEC) (http://www.whitehouse.gov/sites/default/files/omb/assets/omb/memoranda/fy2008/m08-23.pdf), and shall comply with the Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0 https://www.fedramp.gov/files/2015/04/TIC_Ref_Arch_v2-0_2013.pdf. STANDARD COMPUTER CONFIGURATION The Contractor IT end user solution that is developed for use on standard VA computers shall be compatible with and be supported on the standard VA operating system, currently Windows 7 (64bit), and Microsoft Office 2010. In preparation for the future VA standard configuration update, end user solutions shall also be compatible with Office 2013 and Windows 10. However, Office 2013 and Windows 10 are not the VA standard yet and are currently not approved for use on the VA Network, but are in-process for future approval by OI&T. Upon the release approval of Office 2013 and Windows 10 individually as the VA standard, Office 2013 and Windows 10 will supersede Office 2010 and Windows 7 respectively. The Contractor shall also ensure and certify that their solution functions as expected when used from a standard VA computer, with non-admin, standard user rights that have been configured using the United States Government Configuration Baseline (USGCB) specific to the particular client operating system being used. VETERAN FOCUSED INTEGRATION PROCESS (VIP) The Contractor is not delivering any hardware or software that will be required to be installed on any VA computer or require a VA network or collects any personal identifiable information (PII) so that the Veteran Focused Integration Process is not applicable. PROCESS ASSETT LIBRARY (PAL) The Contractor is not delivering any hardware or software that will be required to be installed on any VA computer or require a VA network or collects any personal identifiable information (PII) so that the Process Asset Library is not applicable. SECURITY AND PRIVACY REQUIREMENTS It has been determined that protected health information will never be disclosed or accessed and a signed Business Associate Agreement (BAA) shall not be required. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access is: Low/NACI/Tier 1 Contractor Responsibilities: For a Low/Tier 1 Risk designation, with a period of performance requirement of 180 days or less, a Special Agreement Check (SAC) is required. A completed Security and Investigations Center (SIC) Fingerprint Request Form is required for fingerprinting. This should be submitted to the CO or COR after award has been made. Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the PAL template. The Contractor Staff Roster shall contain the Contractor s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement of Low/NACI Tier 1 SAC. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident. A Contractor shall not be granted unescorted access to VA facilities. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract. Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor employees and/or termination of the contract for default. Deliverable: Contractor Staff Roster METHOD AND DISTRIBUTION OF DELIVERABLES The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF). PERFORMANCE METRICS The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort. Performance Objective Performance Standard Acceptable Levels of Performance Technical / Quality of Product or Service Demonstrates understanding of requirements Efficient and effective in meeting requirements Meets technical needs and mission requirements Provides quality services/products Satisfactory or higher Project Milestones and Schedule Established milestones and project dates are met Products completed, reviewed, delivered in accordance with the established schedule Notifies customer in advance of potential problems Satisfactory or higher The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A SAP Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance. FACILITY/RESOURCE PROVISIONS The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. VA shall not provide remote access to VA specific systems/network in accordance with VA Handbook 6500. ADDENDUM A ADDITIONAL VA REQUIREMENTS, CONSOLIDATED Cyber and Information Security Requirements for VA IT Services The Contractor is not storing any VA data, not delivering any hardware or software that will be required to be installed on any VA computer, not require a VA network and will not collect any personal identifiable information. VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance. VA Internet and Intranet Standards The Contractor shall not provide manage, maintain, establish or present information on VA s Internet/Intranet Service Sites. Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508) On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. EES/eLearning/Educational Gaming products has received a 508 Exception for Fundamental Alteration from the VA Section 508 Coordinator Patrick Sheehan dated 1/30/2017. Physical Security & Safety Requirements: The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law. The Contractor and their personnel shall wear visible identification at all times while they are on the premises. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside/outside any building other than the designated smoking areas. Possession of weapons is prohibited. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract. Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations. The Contractor shall not have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI). Information Technology Using Energy-Efficient Products The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13693, Planning for Federal Sustainability in the Next Decade, dated March 19, 2015; Executive Order 13221, Energy-Efficient Standby Power Devices, dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR ®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services. The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall: Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products). Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements. The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products. Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT ® Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available: Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives Imaging Equipment (Printers Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines) Televisions, Multimedia Projectors This list is continually evolving, and as a result is not all-inclusive. ADDENDUM B VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE APPLICABLE PARAGRAPHS TAILORED FROM: THE VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010 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. 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 (e.g. Business Associate Agreement, Section 3G), 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 CO 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 CO must also be notified immediately by the Contractor or Subcontractor prior to an unfriendly termination. 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 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 information is returned to VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite 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 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 CO 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 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 Business Associate Agreement (BAA) must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.05, 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 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 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 CO 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 CO for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require Assessment and Authorization (A&A) or a Memorandum of Understanding-Interconnection Security Agreement (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 COR. INFORMATION SYSTEM DESIGN AND DEVELOPMENT 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, Risk Management Framework for VA Information Systems Tier 3: VA Information Security Program and the TIC Reference Architecture). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6508, Implementation of Privacy Threshold Analysis and Privacy Impact Assessment. The Contractor/Subcontractor shall certify to the COR 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 VA. This includes Internet Explorer 11 configured to operate on Windows 7 and future versions, as required. 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. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. 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, Risk Management Framework for VA Information Systems Tier 3: VA Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle. 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. The Contractor/Subcontractor agrees to: Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies: The Systems of Records (SOR); and The design, development, or operation work that the Contractor/Subcontractor is to perform; 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 Include this Privacy Act clause, including this subparagraph (c), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR. 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. 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. 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. 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. 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, hot fixes, 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. 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, based upon the severity of the incident. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to 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 based upon the requirements identified within the contract. 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 CO and the VA Assistant Secretary for Office of Information and Technology. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE 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 vulnerability 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 COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA network involving VA information must be in accordance with the TIC Reference Architecture and reviewed and approved by VA prior to implementation. For Cloud Services hosting, the Contractor shall also ensure compliance with the Federal Risk and Authorization Management Program (FedRAMP). 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. Outsourcing (Contractor facility, Contractor equipment or Contractor staff) of systems or network operations, telecommunications services, or other managed services requires A&A of the Contractor s systems in accordance with VA Handbook 6500.3, Assessment, Authorization and Continuous Monitoring of VA Information Systems 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 security 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. 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 CO and the ISO for entry into the VA POA&M management process. The Contractor/Subcontractor must use the VA 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 affect the privacy or security of the data or the system, the A&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, and Contingency Plan). The Certification Program Office can provide guidance on whether a new A&A would be necessary. 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 COR. 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. VA prohibits the installation and use of personally-owned or Contractor/Subcontractor owned equipment or software on the VA 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. 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 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. 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: Vendor must accept the system without the drive; 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 VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for VA to retain the hard drive, then; 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 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. 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. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/Subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access. 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. 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. 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 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. LIQUIDATED DAMAGES FOR DATA BREACH 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. However, it is the policy of VA to forgo collection of liquidated damages in the event the Contractor provides payment of actual damages in an amount determined to be adequate by the agency. 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. Each risk analysis shall address all relevant information concerning the data breach, including the following: Nature of the event (loss, theft, unauthorized access); Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; Number of individuals affected or potentially affected; Names of individuals or groups affected or potentially affected; 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; Amount of time the data has been out of VA control; The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); Known misuses of data containing sensitive personal information, if any; Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Breaches Involving Sensitive Personal Information, as appropriate; and 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. Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. SECURITY CONTROLS COMPLIANCE TESTING On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the Contractor under the clauses contained within the contract. With 10 working-days notice, at the request of the Government, the Contractor must fully cooperate and assist in a Government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. TRAINING All Contractor employees and Subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Information Security Rules of Behavior, updated version located at https://www.voa.va.gov/DocumentView.aspx?DocumentID=4848, relating to access to VA information and information systems; Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior course (TMS #10176) and complete this required privacy and information security training annually; Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the CO for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The Contractor shall provide to the CO and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 2 days of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and electronically sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. Notes to the Contracting Officer (This section to be removed from PWS before solicitation) TYPE OF CONTRACT - FIRM FIXED PRICE SCHEDULE FOR DELIVERABLES Note: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday. (Indicate delivery dates in terms of number of days after (DAC) award. If a deliverable is requested in draft, and then final submission-the deliverable line item is complete, no further update can be requested. Continued reporting should be a separate line item. A Mark For and Ship To address (including Inspection/Acceptance requirements) must be provided for all hardware deliverables. Electronic submission of S/W or paper deliverables should be the norm unless otherwise stated. Email addresses must be provided. Although email addresses are provided below for all POC s, table must be clear as to who receives the deliverables.) Task Deliverable ID Deliverable Description 4.1 A Monthly Progress Report Due the fifth day of each month throughout the period of performance (PoP). Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 4.1 A Kickoff Meeting Due no later than 2 weeks after contract award Attendees: VA PM, COR, CO Inspection: destination Acceptance: destination 4.1 A Schedule Due during Kickoff Meeting Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 4.1 A Weekly Teleconference Due once a week throughout the period of performance (PoP) as needed. Attendees: VA PM, COR, CO Inspection: destination Acceptance: destination 4.2 B Beta Test Procedures Due in accordance with the accepted schedule Electronic submission to: VA PM, COR, CO Inspection: destination Acceptance: destination 4.3 C Gold Release Due before the end of the period of performance (PoP). Attendees: VA PM, COR, CO Inspection: destination Acceptance: destination 5.2.1 D Contractor Staff Roster Due 3 days after contract award and updated throughout the PoP. Electronic submission to: VA PM, COR, CO. Inspection: destination Acceptance: destination (Always Checked for Services)- VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, VA HANDBOOK 6500.6, APPENDIX C. Security Requirement guidance to CO within Section B9 Training, Para. a) Sub Para. 2, Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] POINTS OF CONTACT VA Program Manager: Name: Craig Porter Address: 6490 Hazeltine National Drive, Suite 120, Orlando, FL 32822 Voice: 407-912-2260 Email: craig.porter2@va.gov Contracting Officer s Representative: Name: Gregory Bean Address: 6490 Hazeltine National Drive, Suite 120, Orlando, FL 32822 Voice: 407-531-6142 Email: Gregory.Bean@va.gov Contracting Officer: Name: Address: Voice: Email: ADDITIONAL ITEMS SPECIAL INSTRUCTIONS/REMARKS SPECIAL CLAUSES, ETC. (Choose Special Clause(s), etc., if applicable, by selecting the checkbox and modifying as necessary) OCI Clause required? Intellectual Property/Technical Data Rights Clause required? BAA required for an OI&T Contract on behalf of VHA? If the answer to Question 4 of the Security Checklist is a yes and the Contractor will provide a service, function, or activity to OI&T, on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed, if so, a BAA is required. (The Decision Tree for Business Associate Agreements can be used by the requiring activity (with help from their OI&T Privacy Officer [Garnett Best/Rita Grewal] if needed) to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, (http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3027)). If it is determined that a BAA is required, the CO must, in eCMS, insert the BAA Document below as a Clause into Section D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS of the solicitation manually by performing the following instructions: 1. Open the below embedded VA Subcontractor BAA with OI&T Template file, insert a brief description of the services involved in the effort within the Scope Section, and the VA Program Manager information in the VA Signature block at the end of the form, replacing the within the template. Once complete, save the Business Associate Agreement file to your computer. 2. Create a solicitation document in eCMS 3. Click on the Content Manager link and highlight Section D, Contract Documents, Exhibits, or Attachments. 4. Click on the Insert tab in the top left corner to insert an External File after the selected clause. 5. Upload the Business Associate Agreement file you saved to your computer. The Business Associate Agreement file is the text of the eCMS VHA Clause 1605.05, tailored for the individual effort, and is essentially the Business Associate Agreement language itself, and needs to be seen by the bidders in the solicitation (if a BAA is required). BAA required for a Veterans Health Administration (VHA) Contract? If the answer to Question 4 of the Security Checklist is a yes and the Contractor will provide a service, function, or activity to VHA or on behalf of VHA, then it must be determined if protected health information (PHI) is disclosed or accessed and if a BAA is required. The Decision Tree for Business Associate Agreements should be used by the requiring activity (with help from their Privacy Officer if needed [the VHA Privacy Service -Stephania Griffin/ Andrea Wilson can advise] to determine if a BAA is required, see VHA Handbook 1605.05, Business Associate Agreements, Appendix A, (http://vaww.va.gov/vhapublications/ViewPublication.asp?pub_ID=3027). If it is determined that a BAA is required, the CO must, in eCMS, insert the VHA clause 1605.05 into Section D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS of the solicitation. This can be accomplished by performing the following in eCMS: Insert the 1605.05 clause through the Clause Library (or by answering Yes, access to PHI is necessary and a BAA is required, to the Dialog Session question that asks, Will the contractor require access to Protected Health Information to perform the functions or services required in this acquisition? ) After inserting the clause, double-click on the clause and use the Fill-in field in the Scope section to add a description of the service(s) being performed. In the MS Word version of your solicitation, manually input Contractor throughout the document where it has been blanked out. The embedded file below shows the locations of the blanks (showing codes from eCMS in red instead of blanks ) to assist you in adding the missing information properly. The eCMS VHA Clause 1605.05 text is the BAA itself and needs to be seen by the bidders if a BAA is required. Note: The actual Contractor s Name will automatically populate in the appropriate sections of the BAA clause from the Data Values upon creation of the award document. Other _________________ Other _________________ ADDITIONAL NOTES TO PREPARER Run Spell Check and Grammar Check in document for final review. Simple and easy tool to utilize and benefit from. When listing/itemizing points, keep the outline consistent (use appropriate number or letter, versus a bullet). If deliverables need to be submitted in draft form, timeframes must be stated. Reference example provided in the table above. Other submissions may be required but not held to draft/comment/final submissions. For example, monthly status reports are due 5 days after the conclusion of the reporting period (end of month). Do not put due dates in Deliverables: section of task, rather include timeframes/due dates in Schedule for Deliverables table above. Also ensure customer deliverables are detailed in the narrative of the task to include format and content requirements. Ensure deliverables in tasks match deliverables in table. If VIP applies, ensure deliverables are delivered in 3 month increments or less within an agile framework. Deliverable due dates should be in terms of number of days after award or based on an event. If for some reason the deliverable must be submitted in hard copy or on CD, be sure to specify the requirement within the line item. Also, in this case identify number of copies and mailing address. Each deliverable line item must cite inspection and acceptance criteria; Inspection: Origin or Destination; Acceptance: Origin or Destination (most likely destination on both). Update the Table of Contents by hitting F9.
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