PERFORMANCE WORK STATEMENT
CRRC Physical Security Screening Equipment X-Ray Inspection System and Walk-Through Metal Detector
1. BACKGROUND
The mission of the Department of Veterans Affairs (VA), Office of Information Technology (OIT), Capital Region Readiness Center (CRRC) is to provide Information Technology (IT) services to Veterans of the United States. In meeting these goals, OIT strives to provide high quality, effective, and efficient Information IT services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans health care in an effective, timely and compassionate manner.
The Capitol Region Readiness Center (CRRC) in Martinsburg (WV) houses facilities with critical technological infrastructure, sensitive Veteran data, essential personnel, and systems that support nationwide VA operations. To ensure operational continuity and protect these vital assets, OIT Space and Facilities Management ( SFM) X-Ray Inspection System and Walk-Through Metal Detector equipment to establish a robust security perimeter. SFM is responsible for overseeing the safety and security of its personnel, visitors, and critical assets, ultimately safeguarding the integrity of its operations and maintaining a secure working environment.
2. SCOPE OF WORK
The Contractor shall provide all labor, tools, material, parts, installation, and support services for the systems described below:
One (1) parcel X-Ray Inspection System and one (1) Walk-Through Metal Detector (Magnetometer) with handheld wand, meeting the minimum salient characteristics identified in Sections 7.0.1 and 7.0.2.
The Contractor shall keep this equipment maintained in peak operating condition in accordance with the manufacture s specifications. The Contractor shall employ maintenance personnel and technicians who possess current manufacturer-specific training and certification in the installation, configuration, troubleshooting, and repair of these systems.
3. CONTRACT TYPE
This requirement will be a firm fixed price contract.
4. PERIOD OF PERFORMANCE
The period of performance is 9/1/2026 to 8/31/2027 for the base year plus four option year periods for maintenance.
Base: 9/1/2026 8/31/2027
Option Period 1: 9/1/2027 8/31/2028
Option Period 2: 9/1/2028 8/31/2029
Option Period 3: 9/1/2029 8/31/2030
Option Period 4: 9/1/2030 8/31/2031
5. PLACE OF PERFORMANCE
The tasks under this PWS shall be performed at the Capital Region Readiness Center (CRRC), 221 Butler Avenue, Bldg. 511, Martinsburg, WV 25405 which is located on the Martinsburg VA Medical Center (VAMC) grounds. The facility is the first building on the left as you enter the VAMC campus. It is a one-story building with a loading dock.
6. TRAVEL
Travel is not required to fulfill this requirement.
7. TASK STATEMENT
7.0.1. Delivery and Install Compact Parcel X Ray Inspection System
Minimum Salient Characteristics:
Tunnel size minimum 60 cm x 50 cm (or equivalent) suitable for mail and small parcels
Dual energy X ray imaging capable of differentiating organic, inorganic, and mixed materials
High resolution imaging system with enhanced image clarity for threat detection
Includes AI based automatic threat detection , capable of identifying firearms, knives, ammunition, explosive components, and other contraband
Must provide multi color image presentation, image enhancement tools, zoom, density classification, and edge highlighting
Conveyor must support a minimum load capacity of 150 200 kg, bidirectional operation preferred
System must comply with U.S. radiation safety standards for operators and bystanders
Includes operator workstation, monitor, and image management controls
Capable of saving, storing, and exporting security images for review and audit
Compact footprint suitable for mailroom or small office security screening areas
System must include onsite setup
7.0.2. Delivery and Install Walk Through Metal Detector (Magnetometer) with wand
Minimum Salient Characteristics:
Dual panel walk through design for high sensitivity screening
Minimum 20 detection zones or multi zone equivalent to localize alarm areas
Capable of detecting a wide range of metallic threats including knives, guns, and small metal objects
Adjustable sensitivity levels suitable for varying security requirements
High discrimination ability to reduce false alarms from harmless personal items
Audible and visual alarm indicators with zone identification
High throughput screening capability for personnel entry points
Integrated counters for traffic, alarms, and statistics
Lightweight modular structure for easy installation and relocation
Must comply with recognized electrical safety and EMC standards
Operates on standard AC power; low energy consumption
System must include onsite setup
One (1) handheld wand metal detector included
7.0.3. Training for X-Ray Inspection System and Magnetometer
Contractor shall provide basic operator training (on-site) and materials (manual, video, or virtual session). Operators are able to operate equipment successfully after training is completed. Training materials, sign in sheet and completion certificates are provided to the VA Contracting Officer s Representative (COR).
Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.
Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.
7.0.4. Removal of Materials/Trash (Not Separately Priced)
The Contractor shall keep the job site clean, free from accumulations of waste material or trash. The Contractor shall be responsible for removing all waste material or trash from Government property, so as to deter accumulation of debris. All material subject to recycling shall be properly disposed.
7.0.5 Commercial Warranty (Not Separately Priced)
The Contractor shall provide all standard commercial warranties for both items 7.0.1 and 7.0.2 The standard commercial warranty shall include a minimum 12 month manufacturer s warranty covering parts and labor, helpdesk or technical support contact information must be provided. Replacement parts must be available within the warranty period. The Contractor shall provide all warranty documentation and terms and conditions at time of delivery and installation. Failure to provide warranty documentation shall be cause for rejection of the deliverable.
7.1. Equipment Maintenance and Repair
7.1.1. The Contractor shall provide support, maintenance, and repair service for the equipment installed in 7.0.1. and 7.0.2. Furnish all labor, supervision, equipment, tools, material supplies, travel, and transportation necessary to support the X-Ray Inspection System and Magnetometer. The Contractor shall repair or replace any X-Ray Inspection System and Magnetometer as necessary to keep equipment fully functional and operating.
7.1.2. The Contractor shall obtain all necessary manufacturer s specifications for equipment, parts, and drawings to manage the Inspection System and Magnetometers.
7.1.3. The Contractor shall perform annual preventive maintenance (PM) inspection on the X-Ray Inspection System and Magnetometers during the POP. The Contractor shall submit a proposed PM schedule to the COR within 30 days of contract award for COR approval. This must include the manual inspecting and testing of all X-Ray Inspection System and Magnetometers components with inspection/testing reports on an annual basis. An initial draft Method of Procedure (MOP), outlining all PM tasks, shall be submitted to the COR within 30 days of contract award. Updated MOPs shall be provided to the COR within 14 days of each completed annual PM inspection;the COR has final approval authority on the MOP. The Contractor shall verify the operation of the X-Ray Inspection System and Magnetometers with the COR upon completion of work.
7.1.4. The Contractor also shall provide a no-cost written estimate(s) within seven (7) days of notification for all work considered as end-of-life expectancy, unforeseen or contingency related but required to sustain efficient and safe operations. The estimate itself is provided at no cost to the Government; actual repair work resulting from such estimates may require a separate bilateral modificationThe Contractor shall provide quotes and/or MOPs, that are determined acceptable by the COR.
7.1.5. The Contractor shall provide a maintenance Return to Service level of response with a technician on-site to resolve all failures within twenty-four (24) hours after the VA representative calls the Contractor s technical support number. Telephonic phones response for trouble shooting within eight (8) hours. The X-Ray Inspection System and Magnetometers operating systems must be fully functional upon completion of service call. If the equipment cannot be restored to full functionality within 72 hours of the initial service call, the Contractor shall provide a written status report to the COR with an escalation plan and estimated time to resolution.
7.1.6. The Contractor shall provide X-Ray Inspection System and Magnetometers emergency services and/or repairs as required by the Government.
a.) This must be effective during both business and non-business hours.
b.) On-site response time is within twenty-four (24) hours. Telephonic phones response for trouble shooting within eight (8) hours.
c.) The services and repairs must include all parts and labors.
d.) Service will generally be requested by a service ticket signed by the COR; and/or Contractors authorized to request services and sign service tickets. The Contracting Officer (CO), COR, or other designated Government representative may direct the Contractor to perform the work during Holidays and outside of normal Monday through Friday, from 7:00 A.M. through 3:00 P.M. EST business hours.
Deliverable:
A. Annual Preventative Maintenance Inspection Report
B. Written Method of Procedure (MOP) - Initial draft within 30 days of award; updates within 14 days of each annual PM
C. 72-Hour Escalation Report (as applicable)
7.2 REPORTING REQUIREMENTS
During the installation and acceptance phase (from award through VA acceptance of equipment and training), the Contractor shall provide weekly progress reports to the COR in electronic form. Reports shall reflect status as of close of business each Friday and shall include: work completed during the reporting period, upcoming tasks, any issues encountered, and planned resolution. Upon VA acceptance of equipment and training, weekly reporting shall cease.
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 shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.
Service Log reports shall be provided for on-site maintenance visits. Reports shall include the reported issue and resolution. If the problem is not resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. It is expected that the Contractor shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.
VA Acceptance Process: Upon completion of equipment installation and operator training, the Contractor shall notify the COR in writing. The COR shall complete a formal acceptance review within five (5) business days. VA acceptance shall be documented in writing by the COR and provided to the Contractor and CO.
Deliverable:
Weekly Progress Report Until VA Acceptance of equipment and training (installation phase only)
Annual Service Log Report
VA Acceptance Documentation
8. DELIVERY SCHEDULE
Task
Deliverable
Quantity
Delivery Date
Task # 7.0.1
Delivery and install equipment of Compact Parcel X Ray Inspection System
1 each
Within 45 days of award notification
Task 7.02
Delivery and install Walk Through Metal Detector (Magnetometer) with wan
1 each
Within 45 days of award notification
Task # 7.0.3
On-site Training, Manuals, Sign-in Sheet, and Completion Certificates
1 each
Within one (1) week of completed install
Task #: 7.2
Weekly Progress Report
Weekly
COB Fridays (installation phase only)
Task #: 7.2
Annual Service Log Report
Annual
Within one (1) week of the annual PM inspection
Task #: 7.1.3
Annual Preventative Maintenance Inspection Report
Annual
Within fourteen (14) days after each inspection
Task #: 7.1.3
Written Method of Procedure (MOP)
Original and update as Required
Initial draft within 30 days of award; updates within 14 days of each annual PM
Task 7.2
VA Acceptance Documentation
1
Within 5 business days of Contractor notification of completion
Task 13.2.1
Contractor Staff Roster
1 (updated as needed)
Within 3 business days of award; updated within 1 business day of any changes
10. OTHER DIRECT COSTS
Not applicable.
11. GOVERNMENT- FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION
The Government will provide adequate physical workspace for Contractor personnel during on-site installation, maintenance, and service visits. Contractor personnel are expected to provide their own tools, diagnostic equipment, and devices necessary to perform work under this contract. Government-furnished laptops, email accounts, and network access will not be provided unless the CO and COR determine in writing that a specific operational need requires it.
Contractor personnel shall comply with all VA physical security requirements while on-site, including wearing visible identification at all times. If VA network access is determined to be operationally necessary, applicable VA IT security requirements will be addressed through a separate written agreement.
The VA laptop computers must comply with all rules/requirements regarding patches and updates and must be returned to VA at the conclusion of the task order.
12. QUALITY ASSURANCE SURVEILLANCE PLAN
Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, or other methods to compare contractor performance to the Acceptable Levels of Performance (ALPs).
12.1 METHODS OF SURVEILLANCE
Various methods exist to monitor performance. The COR shall use any or several of the surveillance methods listed below in the administration of this QASP.
100% Inspection (evaluates all outcomes) - Each month, the COR shall review all of the contractor s performance/generated documentation and document results accordingly. This assessment shall be placed in the COR s QA file.
Random Sample - The COR shall review a random sampling of the contractor s performance/generated documentation and document your results accordingly. This assessment shall be placed in the COR s QA file.
Validated Customer Complaint or Validated Below Average ALP in a Specific Area - Each month, the COR shall review the contractor s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment shall be placed in the COR s QA file.
12.2 FREQUENCY OF MEASUREMENT
During task order performance, the COR shall conduct surveillance at a minimum of quarterly during the installation and warranty period, and at a minimum of twice annually during subsequent option periods. Response time compliance and equipment downtime shall be monitored on a continuous basis through service log review.
12.3 ACCEPTABLE PERFORMANCE LEVELS (APLS)
Requirement
Performance
Standard
Surveillance
Method
Outcome
PROJECT MANAGEMENT, MILESTONES, AND SCHEDULE
a. Notifies customer of potential problems 90% of the time.
100% Inspection of agreed upon milestones per the approved PMP
Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist
b. Submits Deliverables in accordance with the deliverable schedule within (+/-) five business days with no more than five incidents of performance slippage
100% Inspection of deliverables
No more than five incidents of performance schedule slippage
WRITTEN COMMUNICATION
Uses correct English grammar, punctuation, and spelling 95% of the time; communicates information in a succinct and organized manner, produces written information that is appropriate for the intended audience
Random Sampling
Written communication is consistently error-free and clear and concise so that the message is easily understood by others
CUSTOMER SUPPORT
Courteous and professional interactions to receive and fill task order deliverables and in providing order status. Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction.
Customer Feedback and Complaints based on interactions with the contractor
Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professionalism
EQUIPMENT RESPONSE TIME
On-site technician response within 24 hours; telephonic troubleshooting response within 8 hours, 95% of the time
100% Inspection of Service Logs
No more than 2 instances of failure to meet response time requirements per period
EQUIPMENT UPTIME / AVAILABILITY
Equipment shall be operational and fully functional a minimum of 95% of scheduled operating hours per quarter
Service Log Review; COR Observation
Downtime does not exceed 5% of scheduled operating hours in any quarter
PREVENTIVE MAINTENANCE
Annual PM completed on schedule per approved PM plan; MOP submitted within 14 days of PM completion
100% Inspection of PM Reports and MOPs
PM completed annually; no more than 1 instance of late MOP submission per period
12.4 DOCUMENTING PERFORMANCE
Acceptable Performance
The Government shall document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.
Unacceptable Performance
When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.
When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.
The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.
Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
13. SECURITY AND PRIVACY REQUIREMENTS
13.1 POSITION/TASK RISK DESIGNATION LEVEL(S)
Position Sensitivity
Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, Personnel Suitability and Security Program, Appendix A)
Low / Tier 1
Tier 1 / National Agency Check with Written Inquiries (NACI) A Tier 1/NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), Federal Bureau of Investigation (FBI) name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.
Moderate / Tier 2
Tier 2 / Moderate Background Investigation (MBI) A Tier 2/MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.
High / Tier 4
Tier 4 / Background Investigation (BI) A Tier 4/BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.
The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are:
Position Sensitivity and Background Investigation Requirements by Task
Task Number
Tier1 / Low / NACI
Tier 2 / Moderate / MBI
Tier 4 / High / BI
Installation and Service Techs
NACI recommended based on physical site access without access to VA IT systems or veteran data. CO and VA Security Officer must confirm prior to solicitation release.
The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.
13.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS
13.2.1 Contractor Responsibilities:
The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language.
The Contractor shall bear the expense of obtaining background investigations. 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 ProPath template. The Contractor Staff Roster shall contain the Contractor s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 7.0 Tasks), etc. 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 should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.
The Contractor shall ensure the following required forms are submitted to the COR within 5 days after contract award:
For a Tier 1/Low Risk designation:
OF-306
DVA Memorandum Electronic Fingerprints
For Tier 2/Moderate or Tier 4/High Risk designation:
OF-306
VA Form 0710
DVA Memorandum Electronic Fingerprints
The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC).
The Contractor employee shall certify and release the e-QIP document, print and sign the signature pages, and send them encrypted to the COR for electronic submission to the SIC. These documents shall be submitted to the COR within 3 business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a click to sign process. If click to sign is used, the Contractor employee should notify the COR within 3 business days that documents were signed via eQIP).
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 may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or Closed, No Issues (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed Contractor Rules of Behavior. However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management (OPM).
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.
Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.
Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.
13.2.3 Physical Security and 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.
13.2.4 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 VA CO will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the VA CO for response.
Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.
Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the VA CO.
Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.
Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA.
Contractor must adhere to the following:
The use of thumb drives or any other medium for transport of information is expressly prohibited.
Controlled access to system and security software and documentation.
Recording, monitoring, and control of passwords and privileges.
All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.
VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.
Contractor PM and VA PM are informed within twenty-four (24) hours of any employee termination.
Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only (FOUO)".
Contractor does not require access to classified data.
Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships.
VA Form 0752, Confidentiality of Sensitive Information Non-Disclosure Agreement, shall be completed by all Contractor employees that receive Government furnished laptops, and shall be provided to the CO before any work is performed. In the case that Contractor personnel are replaced in the future, their replacements shall complete VA Form 0752 prior to beginning work.
