6515--Medication Management Stations

2 | Page 36C25025Q0845 This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ, and the solicitation number is 36C25025Q0845. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular #2025-05 (Aug 7, 2025). The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 (Medical Equipment and Supplies Manufacturing), with a small business size standard of 100 employees. The FSC/PSC is 6515 (Medical and Surgical Instruments, Equipment, and Supplies). VA Northern Indiana Health Care Systems (NIHCS), 1700 East 38th St., Marion IN, FOB destination, is seeking the procurement, delivery, and installation of a Brand Name or equal item (s). Manufacturer: CareFusion/BD Pyxis. CareFusion Solutions, a wholly owned entity of Becton Dickinson, is the exclusive manufacturer of Pyxis products. Supply necessary materials and/or parts for Medication Management Stations per the requirements listed below. VANIHCS requires a 5-year contract period (base plus 4 option periods) for the purchase of all necessary equipment, software subscriptions, and long-term storage to provide patient medication monitoring, inventory management and drug diversion monitoring for Pharmacies at all dispensing areas within VANIHCS. All interested offerors shall provide quotes for the following: Requirements: Any equipment proposed shall at a minimum meet or exceed the equipment listed and to be considered an or equal must meet or exceed the following salient characteristics of the brand name equipment. For list of products per location Please see Attachment A Table of Products by Location: Options years are to include if applicable: Support Base Yr Support Option Year 1 Support Option Year 2 Support Option Year 3 Support Option Year 4 Long Term Data Storage Base Yr Long Term Data Storage Option Year 1 Long Term Data Storage Option Year 2 Long Term Data Storage Option Year 3 Long Term Data Storage Option Year 4 Automated Dispensing Machine (ADM) must meet the following Salient Characteristics: Must have multiple, configurable lidded pocket sizes increase secure storage capacity all medications, including larger medications and IVs, while maintaining dispensing efficiency for users. System s ability to restrict access to only one medication at a time during the remove and refill process shall be described Main unit of the station must contain locked & covered drawers Must allow a nurse to queue meds or document medication waste from patient room- or any computer- via a fully web-accessible system Must allow remote dose request via web-accessible system for patient-specific doses not residing in ADM Must print patient dose-specific label for med removed from MedStation, as configured by Pharmacy Must locate medications not available at current station to support rapid medication access and timely administration of therapy Must support dispensing of items consisting of multiple medications or Components Must identify least removed medications at each station to optimize inventory Must have Bio ID technology Must be able to reconcile controlled substances dispensed to cabinets System shall have narcotic waste process and options at the Automated Dispensing Machine (ADM) and away from the ADM Nurse must be able to waste a medication at an ADM location different than where dispensed the medication The drug information on the cabinets must have the ability to be printed on network printers Must provide barcode scan verification of every dose leaving the Pharmacy that can be barcoded Cabinet must have the ability to extract and update patient information from hospital information systems on a real time basis Must have multiple drawer configurations. Configuration capacities include a) Refrigerated product dispensing b) Controlled substance dispensing, wastage and return c) Single-use dispensing, tamper-free drawers Cabinet must have the ability to automatically log the user off after a user-defined period of time If a bin fails or jams, it should not affect the function of the other bins. Describe the notification and system response to jammed bins. Must provide override features for the patient profile globally and per drug. Must store bulk items on shelves and items in secure pharmacy bins in the same cabinet footprint Must identify medications that have expired Must track any medication removal that varies from the ordered dose and undocumented wastes outstanding System must be able to inventory controlled medications that have been accessed since the prior inventory count Stock out and critical low monitoring must be available via a web based application Must print to a network printer from both the server and station System must allow users to use a touch screen, keyboard and touchpad for navigation System must inform user when removing a medication greater or less than the ordered quantity Brand and generic medication names must be available on the system System must match and report on medication dispense and administration times Note: Please see attached Statement of Work for software and infrastructure details. STATEMENT OF WORK PHARMACY MEDICATION MANAGEMENT VA NORTHERN INDIANA HEALTH CARE SYSTEMS BACKGROUND The patient population at VANIHCS consists of veterans with varying physical, psychiatric and psychological needs. The care delivered reflects the VA mission, vision and values. The VA Northern Indiana Health Care Systems (VANIHCS) provides 24 hour/7 day per week dispensing functions to all critical care, acute care, ambulatory care, psychiatric and long-term areas of care. The current standard of care is to provide rapid access, on-site dispensing and stocking of medications in a secure and accountable environment for providers and nursing staff. All care facilities employ some form of Automated Dispensing Cabinet as the solution to 24/7, 100% accountable dispensing in the immediate area of patient care. OBJECTIVE VANIHCS Pharmacies are seeking the procurement, delivery, and installation of equipment and software for patient medication stations, drug diversion, and inventory management software. This procurement will take place at multiple locations throughout VANIHCS: Marion campus, 1700 E 38th Street, Marion Indiana 46953 Ft Wayne campus, 2121 Lake Avenue, Ft Wayne Indiana 46805 Ft Wayne Mental Health Annex, 2500 E State Blvd, Ft Wayne IN 46805 Jackie Walorski VA Clinic, 1540 Trinity Place, Mishawaka Indiana, 46545 Ft Wayne VA Clinic Annex, 2500 E State Blvd, Ft Wayne Indiana 46805 Muncie VA Community-Based Outpatient Clinics (CBOC), 3401 N Morrison Street, Muncie Indiana, 47304 Hoosier VA Clinic, 1496 W Hoosier Blvd, Peru Indiana 46970 Defiance Ohio VA Clinic, 800 N Clinton Street, Suite B, Defiance Ohio 43512 Huntington VA Clinic, 2859 North Park Avenue, Suite 110, Huntington Indiana, 46750. All locations will be places of delivery, and places of performance SCOPE The offeror will provide all labor, materials, and equipment to purchase and install new medication management stations, as well as dismantle, remove, and dispose of the current equipment. All work must be performed in accordance with the manufacturer(s) specifications, standard industry practice, and requirements of this Statement of Work (SOW). Awardee will have access to VA sensitive information as well as access to VA patient areas. Software and support for software must be provided to ensure accurate dispensing of patient orders from the dispensing cabinets as well as legally binding tracking and auditing capability with the storage and retrieval capability of a minimum of 90 days of data. Software needed to utilize equipment and perform drug diversion monitoring is listed on the approved OI&T Technology Standard List. Equipment and software must interface with the BD Logistics software associated with SencorpWhite medication carousels already in place and CERNER software expected to be implemented in the future. TERM OF CONTRACT AND BILLING VANIHCS anticipates the award of a firm fixed-price, 5-year contract period (base plus 4 contract option periods) to a single offeror. HOURS OF OPERATON FOR ON-SITE NEEDS VANIHCS Ft Wayne campus has pharmacy staff available 24 hours per day, 7 days per week, including all Federal holidays. VANIHCS Marion campus has pharmacy staff available Monday through Friday from 7:00am to 8:00pm, excluding all Federal holidays. Community-Based Outpatient Clinics (CBOC) under the VANIHCS umbrella have staff available from 8:00am to 4:30pm Monday through Friday, excluding all Federal holidays. Delivery of new equipment and exchanges should be done within the administrative hours of 8:00am to 4:30pm, excluding all Federal holidays and weekends, at all VANIHCS facilities. Federal holidays include: New Years Day Martin Luther King Day Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Federally observed holidays that fall on Saturday will be observed on the Friday before, and holidays falling on Sunday will be observed on the following Monday. All coordination for the different locations will be DESIGN DESCRIPTION/REQUIREMENTS Equipment must fit the available footprint (space compliance) for each piece of equipment with maximum storage capabilities. Each med station main must include a flat cleanable keyboard, a patient specific medication labeling system and barcode scanning capabilities. Equipment and software must be able to interface with Federal Electronic Health Record (FEHR), Pharmacy Parata packing equipment, and BD medication carousel which uses BD Logistics software for maximum patient safety and medication dispensing efficiency. This interface must send out of stock requests to BD Logistics software associated with SencorpWhite medication carousels already in place to prompt restocking activities in the BD medication carousel outlining medication and strength, quantity, and restock location to prompt medication carousel restocking activities. Each med station must have patient profile functionality active. The patient medication system must include a web server for IDN (integrated delivery network), a single formulary that works for all locations, passwords must sync with VANIHCS s electronic health record, must have labeling capability for patient dose specific labeling at each med station. Provide remote queuing and wasting capabilities for nursing, must be able to integrate with current pharmacy Parata packager and BD carousel, provide duplicate name alerts, have easy to clean keyboard and work surface for infection control compliance. Provide easy to view medication administration times for nursing staff, automatically print medication labels, include the option to add software enhancements if funding is available. Enable pharmacy and/or nursing to remotely check availability of product from any computer workstation, and all VANIHCS users need only be assigned a role by pharmacy to have access. The drug diversion software must include drill down capabilities, drug audit processes, monthly reporting, at least 7 years of data storage and be able to pull data from automated dispensing units and anesthesia carts. Operating system and any upgrades to the operating system must allow for full 10 year useful of both operating system and hardware to include updates and security patching at no additional cost. IMAGE AND DATA TRANSMISSION AND SECURITY The contractor shall provide and maintain the means for enabling and maintaining system connectivity. The contractor shall maintain external communication systems required for secure, VA-compliant image and data delivery and retrieval and shall configure, install and maintain all remote workstation software at all VANIHCS locations. The offeror shall comply with all VA information security requirements. The offeror shall conform to all Rules of Behavior set forth by the Office of Cyber & Information security (OCIS). VANIHCS shall provide VPN (virtual private network) access to the offeror s location. VANIHCS shall provide a firewall (for VA protection only) to the connection if needed. If a firewall is needed for the offeror side, the firewall shall be the responsibility of the offeror. Due to the confidential nature of the patient information, and services that are completed within the contractor s facilities, the offeror will employ a security system adequate to maintain confidentiality. The offeror shall ensure confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality according to federal regulations contained in Health Insurance Portability and Accountability Act (HIPAA). The offeror shall be compliant with VA Handbook 6500, Information Security Program. All costs associated with obtaining clearances for contractor provided personnel shall be the responsibility of the offeror. Further, the offeror shall be responsible for the actions of those individuals they provide to perform work for the VA under this contract. In the event damages occur from work performed by the offeror provided personnel, the offeror shall be responsible for all resources necessary to remedy the incident. INFORMATION MANAGEMENT The VANIHCS system of records to which the contractor personnel will have access to maintain is called, Patient Medical Records. The offeror shall comply with VANIHCS computer and end user security requirements: access only data for which the offeror has authorized privileges maintain confidentiality of sensitive data or information protect any assigned user ID s passwords, electronic signatures, and other access keys from disclosure. Offeror shall refrain from the illegal reproduction or use of copyrighted and licensed software and utilize the data only to the need necessary to fulfil the requirements of this contract. In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate Standard. This contract and its requirements meet the following exception and do not require a Business Associate Agreement for the covered entity to disclose protected health information to a health care provider for treatment. In accordance with HIPAA and the Balance Budget Act (BBA) of 1977, the Office of Inspector General (OIG) has established a list of parties and entities excluded from federal health care programs. Specifically, the listed parties and entities on the OIG List of Excluded Individuals/Entities may not receive federal health care program payments due to fraud and/or abuse of the Mei Medicaid programs. The contractor shall visit https://oig.hhs.gov/exclusions/exclusions_list.asp to ensure they do not appear on that list. RECORD RETENTION AND STORAGE Federal records related to this contract, regardless of medium, shall be created, maintained and dispositioned in accordance with the VHA Records Control Schedule (RCS) 10-1, General Records Schedule (GRS) or another NARA approved records schedule, if applicable. Federal records shall be stored per the National Archives & Records Administration (NARA) Facility Standards for Records Storage as described in 36 Code of Federal Regulations (CFR) 1234. References: VHA Directive 1605.03(2), Privacy Compliance and Accountability Program, Records Management Compliance Monitoring September 19, 2019, amended November 16, 2022. VHA Records Control Schedule (RCS) 10-1 General Records Schedule (GRS) NARA Facility Standards for Records Storage, 36 CFR 1234 PLANNING AND DELIVERY COORDINATION Offerors shall develop a project implementation strategy with VANIHCS to include a timetable for each facility. To gain access to the VA medical center, the offeror and their employees shall be escorted when at the facility and while performing the Statement of Work. Offeror personnel are only to be in their assigned areas and are not allowed in other areas without section supervision approval and/or escort. Your escort assigned to this Statement of Work is diana.chaplin@va.gov unless otherwise notified by the COR. Offeror shall have materials, supplies, tools, equipment, contract staff and other pertinent licenses and certifications inspected and completed prior to the start of the project. Debris: Offeror shall remove all debris from the work site daily. A final cleanup must be conducted when the work is complete and prior to final inspection. Site Damage: Offeror shall be responsible for all facility and equipment damage incurred during this project and shall return damaged areas to their original condition at no additional cost to the government. Offeror is responsible for the security of tools and equipment being used at the project site. At no time will the government be responsible for lost, damaged, or missing tools, equipment, or parts that are property of the offeror on the jobsite. Any back order of supplies, materials, tools, and equipment will be addressed and remedied prior to the start of the requirement. Prior to delivery, the offeror must coordinate delivery of the new equipment with the COR. The COR shall receive shipping information from offeror via email at diana.chaplin@va.gov. The COR will coordinate with designated site personnel prior to start of work. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR. Failure to coordinate shipment with COR may result in failure to deliver and cause re-scheduling of delivery/freight at no charge to the government. Offeror must contact COR 7 business days after signing the award for the initial meeting. No deliveries and installation can be scheduled or received before an initial meeting. INSTALLATION Total installation and swap out must be complete no later than 6 months after the contract start date. Modifications that include additional equipment shall be installed no later than 90 days from receipt of modification due to manufacturing time constraints. Offerors shall provide hardware necessary to connect remotely to VANIHCS facilities. Offeror to provide all equipment, supplies and necessary tools to deliver, unpack and remove packing material, install, test, train staff and repair and maintain equipment and software as stated elsewhere in this statement of work. Offeror will assist in relocation and re-install of equipment and software when CBOC s are moved to new locations or closed. VANIHCS may add new locations to this contract when new CBOC s are opened within VANIHCS. Offeror is responsible for ensuring all equipment is properly connected and functioning. A walk-through will take place within 5 days of completion with the Pharmacy COR, and Chief, for final approval. The offeror must demonstrate functionality and compliance acceptable to all safety standards. All deficiencies must be rectified by the offeror at no extra charge to the Government in a later specified amount of time if/when any defects are noted. All waste materials generated during the installation or other on-site processes are the responsibility of the contractor to dispose of. TRAINING Offeror must provide training for each facility based on their assigned roles. Offeror must periodically provide additional training for new staff if requested by each facility or when a new facility is opened within VANIHCS. WARRANTY Offeror shall warranty all equipment and workmanship free of defects per industry standards. IT CONTRACT SECURITY VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/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. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR. 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT Intentionally Deleted. Not needed for this requirement. 5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE Intentionally Deleted. Not needed for this requirement. 6. SECURITY INCIDENT INVESTIGATION a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 7. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 8. SECURITY CONTROLS COMPLIANCE TESTING Intentionally Deleted. Not needed for this procurement 9. TRAINING 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 Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) 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.] b. The contractor shall provide to the contracting officer and/or the COR 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 required. 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. (End of SOW) The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. Offerors must comply with all instructions contained in provision 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEPT 2023) FAR 52.212-2, Evaluation Commercial Products and Commercial Services (NOV 2021) FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services (MAY 2024) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.204-7, System for Award Management (NOV 2024) FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Service or Equipment (NOV 2021) FAR 52.204-29, Federal Acquisition Supply Chain Security Act Orders Representation and Disclosures (DEC 2023) FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018) FAR 52.216-1, Type of Contract (APR 1984) FAR 52.225-2, Buy American Certificate (OCT 2022) FAR 52.233-2, Service of Protest (SEP 2006) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.215-72, Notice of Intent to Re-Solicit (OCT 2019) VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (SEP 2018) VAAR 852.239-75, Information and Communication Technology Accessibility Notice (FEB 2023) VAAR 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) VAAR 852.273-70, Late Offers (NOV 2021) (End of Addendum to FAR 52.212-1) The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) FAR 52.204-13, System for Award Management Maintenance (OCT 2018) FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.217-8, Option to Extend Services (NOV 1999) FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) FAR 52.224-1, Privacy Act Notification (APR 1984) FAR 52.224-2, Privacy Act (APR 1984) FAR 52.225-1, Buy American Supplies (OCT 2022) VAAR 852.201-70 Contracting Officer's Representative (DEC 2022) VAAR 852.203-70, Commercial Advertising (MAY 2018) VAAR 852.208-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors Orders or PBAs (NOV 2022) VAAR 852.208-71, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factor Commitments Orders and BPAs (NOV 2022) VAR 852.211-70, Equipment Operation and Maintenance Manuals (NOV 2018) VAAR 852.211-72, Technical Industry Standards (NOV 2018) VAAR 852.212-71, Grey Market and Counterfeit Items (Feb 2023) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71, Administrative Contracting Officer (OCT 2020) FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) Award Basis Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price, past performance, sufficient documentation to evaluate the functional and technical specifications compared to Statement of Work, Buy American Act Certificate, copy of OEM s Authorized Distributor letter (if applicable), and estimated schedule for delivery. Warranty/Extended Warrant details and Delivery/Installation Schedule. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received via email not later than 4:00PM EST on Wednesday, Sep 12, 2025, to Lonnelle.jones@va.gov. No submission received after the above-mentioned date and time will be accepted. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below by 1:00PM EST on Wednesday, September 10, 2025. Responses will be posted by 1:00PM EST on Thursday, September 9, 2025. No telephone calls will be accepted. Point of Contact Lonnelle Jones, Email: Lonnelle.jones@va.gov