The Department of Veterans Affairs, Veterans Health Administration (VHA), Network Contracting Office 19 (NCO 19) is conducting a market survey and is seeking potential sources for Assa Abloy Traka S Touch 60 locking cabinet with integrated pin/card reader that is HSPD-12/FIPS 201 compliant, Brand Name or Equal To, per Statement of Work. This Sources Sought Notice is issued for information and planning purposes only. This is not a solicitation or a request for proposal and shall not be construed as an obligation or commitment by the Government. An award will not be made on any offers submitted in response to this notice, and it shall not be implied the Government is committed to providing any solicitation or award following this notice. The Government will not pay for any information received in response to this request, nor will the Government compensate a respondent for any costs incurred in developing the information provided.
Responses shall be submitted to email@example.com by 4:00pm EST on Thursday, December 31st, 2020.
This notice is intended strictly for market research. The purpose of this Sources Sought Notice is to determine interest and capability of potential qualified sources of supply and determine the socioeconomic size classification of the supplier and manufacturer of the end item.
Interested companies shall provide, at a minimum, the following information with their response;
Company Name and Address:
Point of Contact (POC)
The anticipated North American Industry Classification System (NAICS) code is 561620 Facilities Support Services. Mark if your firm is eligible for participation in one of the following small business programs. If so, please indicate the program:[ ] yes [ ] no – Small Business (SB)
[ ] yes [ ] no – HUBZone
[ ] yes [ ] no – Small Business 8(a)
[ ] yes [ ] no – Small Disadvantaged Business (SDB)
[ ] yes [ ] no – Women-Owned (WO) Small Business
[ ] yes [ ] no – Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no – Veteran Owned Small Business (VOSB)
[ ] yes [ ] no – Large Business
[ ] yes [ ] no – Other (please specify)
Please answer the following questions:[ ] yes [ ] no – Does not exceed 500 employees; (for NAICS 561210, must be verifiable thru the System for Award Management) [ ] yes [ ] no – Is primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied; [ ] yes [ ] no – Takes ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice (identify how this occurs); and [ ] yes [ ] no – Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to paragraph (b)(5) CFR 121.406.
Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.
In addition to providing the information requested above, responding companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, past experience etc.) to confirm the company s ability to meet the requirements outlined in this request.
Responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract or agreement. This notice shall not be construed as a commitment by the Government to issue a solicitation, or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.
STATEMENT OF WORK
Scope of Work: Eastern Colorado Health Care System (ECHCS) requires a contract for the purchase, installation and integration of an Assa Abloy Traka S Touch 60 locking cabinet with integrated pin/card reader that is HSPD-12/FIPS 201 compliant. Contractor with provide pathway and communications cabling back to IT Closet VA Switch. Contractor will complete the integration with Lenel and will initially program the key system for ECHCS. Contractor will provide programming training for operators; training will include how to assign access levels, automated alerts for missing keys, time zones for keys to be signed out, alert emails when keys were not turned in, permissions between different boxes currently on the Traka system, and running access logs for accountability. Traka software has already been approved to be on the VA IT Network. Contractor will ensure the Traka software integrates to Lenel 7.6 or the most current version of Lenel to include Traka license for the cabinet.
Contractor will need to be escorted during installation in VA IT closets unless permission from VA OIT has been received for unescorted work. VA will provide escorts as needed.
Contractor will install cabinet in location identified by VA.
Items requested, BRAND NAME OR EQUAL TO:
Item 1: Traka S Touch 60 (KC-9-0033) Quantity 1
Item 2: S series painted black metal door in lieu of a standard clear door (KC-2-0085-UP,
Item 3: Self-locking steel cable seals per 10 (FF-7-0303) Quantity 6
Item 4: Client Supplied Reader & Configuration (GP-2-0227) Quantity 1
Item 5: RDR, RK40-H, PIVCLASS, SE E, LF OFF, HF STD/SIO/SEOS/FIPS/CAK, 485HDX, PIG, BLK, STD-1, OSDP V1, OPEN COLL, OSDP TAMP ENBLD, TEST KEYS, POLL=75MS, A/V OFF, KPF, ASCII, BFFRD 1 KEY, FIPS 75-BIT, IPM OFF, UART OFF, WIEG OFF (921NHPNEK0033C) Quantity 1
Item 6: Traka Web Pro Plus – 1 year license per cabinet (1-24 cabinets) (GP-2-0338)
Item 7: Labor and installation
Background: For key control accountability and notifications of missing keys an automated system will assist in VA Police Service in accounting for a complex key plan. This will further ECHCS move to an electronic key management system throughout the health care system.
Performance Period: The contractor shall complete the work during business hours Monday-Friday 8:00am 5:00 pm.
VA will install conduit and power to the key box location prior to installation. Materials and installation will be completed within 90 days of award. Work will be completed at 1700 N Wheeling Street Aurora, CO 80045.
Contractor will provide a schedule for installation one (1) week prior to ensure escorts are scheduled (if needed). Contractor will run all cabling through conduit back to telecom room closets. Contractor will ensure proper communication between Lenel comm server and Traka box. Traka will be accessible by internet for access management. Contractor will integrate and commission Traka box to ensure operability over VA network, through Lenel and must work with VA PIV issued credentials for assigning access levels for keys to be issued from the Traka S Touch 60.
Contractor will perform a site walk prior to VA installing conduit for data and power to ensure key cabinet will be able to be installed in identified location. Site walk will also ensure there is appropriate room in a Lenel cabinet for the integration and available space on VA OIT switch.
Contractor conducting integration with Lenel comm serve shall be Lenel certified. Coordination with VA OIT and Biomed will be coordinated for integration work.
No free-floating wiring is acceptable, and any deviation must be approved prior to the work being completed.
CONFIDENTIALITY AND NONDISCLOSURE
The contractor shall agree that:
The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the CO and Government POC at the conclusion of the contract.
The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.
Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
1. Contractor shall comply with all applicable records management laws, and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act, (44 U.S.C. chs, 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974, (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transportation, or state of completion.
2. In accordance with 36 CFR 1222.32, all data created for government use and delivered to, or falling under the legal control of, the government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA)(5 U.S.C. 552), as amended, and the Privacy Act of 1974 (U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or crated in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
4. Eastern Colorado Health Care System (ECHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ECHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.
In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ECHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.
5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ECHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
6. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contractor and in accordance with ECHCS policy.
8. The Contractor shall not create or maintain any records containing any non-public ECHCS information that are not specifically tied to or authorized by the contract.
9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
10. ECHCS owns the rights to all data and records produced as part of the contract. All deliverables under the contract are property of the U.S. Government for which ECHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.
11. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.
INFORMATION SECURITY/PRIVACY REQUIREMENTS
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be
subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks
as VA and VA personnel regarding information and information system security.
2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
a. A contractor/subcontrator shall request logical (technical) or physical access to VA
information and VA information systems for their employees, subcontractors, and affiliates only
to the extent necessary to perform the services specified in the contract, agreement, or task
b. All contractors, subcontractors, and third-party servicers and associates working with
VA information are subject to the same investigative requirements as those of VA appointees
or employees who have access to the same types of information. The level and process of
background security investigations for contractors must be in accordance with VA Directive
and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations,
Security, and Preparedness is responsible for these policies and procedures.
c. The contractor or subcontractor must notify the Contracting Officer immediately when
an employee working on a VA system or with access to VA information is reassigned or leaves
the contractor or subcontractor s employ. The Contracting Officer must also be notified
immediately by the contractor or subcontractor prior to an unfriendly termination.
3. VA INFORMATION CUSTODIAL LANGUAGE
a. Information made available to the contractor or subcontractor by VA for the performance
or administration of this contract or information developed by the contractor/subcontractor in
performance or administration of the contract shall be used only for those purposes and shall
not be used in any other way without the prior written agreement of the VA. This clause
expressly limits the contractor/subcontractor’s rights to use data as described in Rights in Data
– General, FAR 52.227-14(d) (1).
b. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records
and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
c. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.
d. 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.
e. 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.
f. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted for, using VA-approved encryption tolls that are, at minimum, FIPS 140-2 validated.
g. Except for uses and disclosures of VA information authorized by this contract for
performance of the contract, the contractor/subcontractor may use and disclose VA information
only in two other situations: (i) in response to a qualifying order of a court of competent
jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all
requests for, demands for production of, or inquiries about, VA information and information
systems to the VA contracting officer for response.
h. Notwithstanding the provision above, the contractor/subcontractor shall not release VA
records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records
and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug
addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human
immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other
requests for the above-mentioned information, that contractor/subcontractor shall immediately
refer such court orders or other requests to the VA contracting officer for response.
4. SECURITY INCIDENT INVESTIGATION
a. The term security incident means an event that has, or could have, resulted in
unauthorized access to, loss or damage to VA assets, or sensitive information, or an action
that breaches VA security procedures. The contractor/subcontractor shall immediately notify
the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any
known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive
information, including that contained in system(s) to which the contractor/subcontractor has
b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s
notice to VA shall identify the information involved, the circumstances surrounding the incident
(including to whom, how, when, and where the VA information or assets were placed at risk or
compromised), and any other information that the contractor/subcontractor considers relevant.
c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor
must concurrently report the incident to the appropriate law enforcement entity (or entities) of
jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its
employees, and its subcontractors and their employees shall cooperate with VA and any law
enforcement authority responsible for the investigation and prosecution of any possible
criminal law violation(s) associated with any incident. The contractor/subcontractor shall
cooperate with VA in any civil litigation to recover VA information, obtain monetary or other
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.
5. LIQUIDATED DAMAGES FOR DATA BREACH
a. Consistent with the requirements of 38 U.S.C. Ã‚Â§5725, a contract may require access to
sensitive personal information. If so, the contractor is liable to VA for liquidated damages in
the event of a data breach or privacy incident involving any SPI the contractor/subcontractor
processes or maintains under this contract.
b. The contractor/subcontractor shall provide notice to VA of a security incident as set
forth in the Security Incident Investigation section above. Upon such notification, VA must
secure from a non-Department entity or the VA Office of Inspector General an independent risk
analysis of the data breach to determine the level of risk associated with the data breach for
the potential misuse of any sensitive personal information involved in the data breach. The
term ‘data breach’ means the loss, theft, or other unauthorized access, or any access other
than that incidental to the scope of employment, to data containing sensitive personal
information, in electronic or printed form, that results in the potential compromise of the
confidentiality or integrity of the data. Contractor shall fully cooperate with the entity
performing the risk analysis. Failure to cooperate may be deemed a material breach and
grounds for contract termination.
c. Each risk analysis shall address all relevant information concerning the data breach,
including the following:
(1) Nature of the event (loss, theft, unauthorized access);
(2) Description of the event, including:
(a) date of occurrence;
(b) data elements involved, including any PII, such as full name, social security number,
date of birth, home address, account number, disability code;
(3) Number of individuals affected or potentially affected;
(4) Names of individuals or groups affected or potentially affected;
(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the
degree of protection for the data, e.g., unencrypted, plain text;
(6) Amount of time the data has been out of VA control;
(7) The likelihood that the sensitive personal information will or has been compromised
(made accessible to and usable by unauthorized persons);
(8) Known misuses of data containing sensitive personal information, if any;
(9) Assessment of the potential harm to the affected individuals;
(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and
Privacy Incidents, as appropriate; and
(11) Whether credit protection services may assist record subjects in avoiding or mitigating
the results of identity theft based on the sensitive personal information that may have been
d. Based on the determinations of the independent risk analysis, the contractor shall be
responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:
(2) One year of credit monitoring services consisting of automatic daily monitoring of at least
3 relevant credit bureau reports;
(3) Data breach analysis;
(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and
credit freezes, to assist affected individuals to bring matters to resolution;
(5) One year of identity theft insurance with $20,00.00 coverage at $0 deductible; and
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit
records, histories, or financial affairs.
a. 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:
(1) Sign and acknowledge (either manually or electronically) understanding of and
responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to
access to VA information and information systems;
(2) Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior training and annually complete required Privacy and HIPAA Training; and
(3) Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access.
b. The contractor shall provide to the contracting officer and/or the COTR a copy of the
training certificates and certification of signing the Contractor Rules of Behavior for each
applicable employee within 1 week of the initiation of the contract and annually thereafter, as
c. Failure to complete the mandatory annual training and 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.