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PERFORMANCE WORK STATEMENT (PWS)DEPARTMENT OF VETERANS AFFAIRSOffice of Information & TechnologyOffice of Quality, Performance, & OversightInformation & Technology Strategic Communications SupportDate: 3/2/2016TAC-16-32430PWS Version Number: 1.6Contents TOC \o "1-3" \h \z \u 1.0BACKGROUND PAGEREF _Toc444613142 \h 42.0APPLICABLE DOCUMENTS PAGEREF _Toc444613143 \h 53.0SCOPE OF WORK PAGEREF _Toc444613144 \h 84.0PERFORMANCE DETAILS PAGEREF _Toc444613145 \h 84.1PERFORMANCE PERIOD PAGEREF _Toc444613146 \h 84.2PLACE OF PERFORMANCE PAGEREF _Toc444613147 \h 94.3TRAVEL PAGEREF _Toc444613148 \h 95.0SPECIFIC TASKS AND DELIVERABLES PAGEREF _Toc444613149 \h 115.1PROJECT MANAGEMENT PAGEREF _Toc444613150 \h 115.1.1CONTRACTOR PROJECT MANAGEMENT PLAN PAGEREF _Toc444613151 \h 115.1.2REPORTING REQUIREMENTS PAGEREF _Toc444613152 \h 125.1.3VA PRIMAVERA SCHEDULE REQUIREMENTS PAGEREF _Toc444613153 \h 135.1.4TECHNICAL KICKOFF MEETING PAGEREF _Toc444613154 \h 145.1.5PRIVACY AND INFORMATION SECURITY AWARENESS TRAINING PAGEREF _Toc444613155 \h 145.1.6VA PERSONNEL ACCOUNTABILITY SYSTEM (PAS) PAGEREF _Toc444613156 \h 155.2COMMUNICATIONS ANALYSIS, STRATEGY, AND PLANNING PAGEREF _Toc444613157 \h 155.3COMMUNICATIONS INFORMATION MANAGEMENT PAGEREF _Toc444613158 \h 195.3.1OI&T COMMUNICATIONS ARCHIVE DEVELOPMENT PAGEREF _Toc444613159 \h 195.3.2ITSC INFORMATION MANAGEMENT PAGEREF _Toc444613160 \h 215.3.3ITSC COMMUNICATIONS TEMPLATES PAGEREF _Toc444613161 \h 225.3.4OI&T BRAND STANDARD PAGEREF _Toc444613162 \h 235.3.5ITSC PORTFOLIO PAGEREF _Toc444613163 \h 235.3.6GRAPHICS, DESIGN, AND MULTIMEDIA DEVELOPMENT PAGEREF _Toc444613164 \h 245.3.7IMAGE AND VIDEO SUPPORT PAGEREF _Toc444613165 \h 255.4MEDIA AND EXTERNAL COMMUNICATIONS PAGEREF _Toc444613166 \h 265.4.1MEDIA MONITORING AND MESSAGING PAGEREF _Toc444613167 \h 275.4.2MEDIA ENGAGEMENT PAGEREF _Toc444613168 \h 275.4.3MEDIA AND PUBLIC AFFAIRS TRAINING PAGEREF _Toc444613169 \h 285.4.4VETERAN SERVICE ORGANIZATION (VSO) ENGAGEMENT PAGEREF _Toc444613170 \h 295.4.5SPEAKING ENGAGEMENT MANAGEMENT PAGEREF _Toc444613171 \h 295.4.6EXECUTIVE MESSAGING PAGEREF _Toc444613172 \h 315.4.7ORGANIZATIONAL RECOGNITION PAGEREF _Toc444613173 \h 325.5INTERNAL AND STAFF COMMUNICATION PAGEREF _Toc444613174 \h 325.5.1INTERNAL CAMPAIGNS AND PRODUCTS PAGEREF _Toc444613175 \h 335.5.2EMPLOYEE ENGAGEMENT PRESENTATIONS PAGEREF _Toc444613176 \h 345.5.3STANDARD OI&T BRIEFING DECKS PAGEREF _Toc444613177 \h 355.5.4MONTHLY LEADERSHIP MESSAGING CASCADE PAGEREF _Toc444613178 \h 365.5.5PROJECT MANAGER (PM) CALL MODERATION AND OPERATIONS PAGEREF _Toc444613179 \h 375.6OI&T DIVISION COMMUNICATIONS SUPPORT PAGEREF _Toc444613180 \h 385.6.1PRESENTATION DEVELOPMENT & SPEAKING ENGAGEMENTS PAGEREF _Toc444613181 \h 395.6.2AD HOC COMMUNICATIONS SUPPORT PAGEREF _Toc444613182 \h 395.6.3EXTERNAL INFORMATION REQUESTS PAGEREF _Toc444613183 \h 405.6.4CREATE COMMUNIQUES PAGEREF _Toc444613184 \h 405.6.5DIVISION-LEVEL SPECIAL EVENTS PAGEREF _Toc444613185 \h 415.6.6DIVISION-LEVEL CAMPAIGNS PAGEREF _Toc444613186 \h 415.7OI&T WEB AND SHAREPOINT PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE PAGEREF _Toc444613187 \h 425.7.1OI&T WEB PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE PAGEREF _Toc444613188 \h 425.7.2OI&T SHAREPOINT PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE PAGEREF _Toc444613189 \h 445.8ASSESSMENT AND EVALUATION SUPPORT PAGEREF _Toc444613190 \h 455.9COMMUNICATIONS OPERATIONAL SUPPORT PAGEREF _Toc444613191 \h 465.9.1BUSINESS OPERATIONS SUPPORT PAGEREF _Toc444613192 \h 465.9.2SCHEDULE MANAGEMENT SUPPORT PAGEREF _Toc444613193 \h 485.9.3STRATEGIC AND MANAGEMENT ANALYSIS PAGEREF _Toc444613194 \h 495.9.4DAILY PROGRAMMATIC MEETING AND ITSC ADMINISTRATIVE SUPPORT PAGEREF _Toc444613195 \h 505.9.5OI&T MEETING FACILITATION AND SUPPORT PAGEREF _Toc444613196 \h 515.10TEST AND VERIFICATION PAGEREF _Toc444613197 \h 525.11OPTION PERIOD PAGEREF _Toc444613198 \h 535.12TRANSITION OUT SERVICES/TRANSITION PLAN (OPTIONAL TASK) PAGEREF _Toc444613199 \h 536.0GENERAL REQUIREMENTS PAGEREF _Toc444613200 \h 546.1ENTERPRISE AND IT FRAMEWORK PAGEREF _Toc444613201 \h 546.2SECURITY AND PRIVACY REQUIREMENTS PAGEREF _Toc444613202 \h 576.2.1POSITION/TASK RISK DESIGNATION LEVEL(S) PAGEREF _Toc444613203 \h 576.2.2CONTRACTOR PERSONNEL SECURITY REQUIREMENTS PAGEREF _Toc444613204 \h 586.3METHOD AND DISTRIBUTION OF DELIVERABLES PAGEREF _Toc444613205 \h 606.4PERFORMANCE METRICS PAGEREF _Toc444613206 \h 606.5FACILITY/RESOURCE PROVISIONS PAGEREF _Toc444613207 \h 616.6GOVERNMENT FURNISHED PROPERTY PAGEREF _Toc444613208 \h 626.7SHIPMENT OF HARDWARE OR EQUIPMENT PAGEREF _Toc444613209 \h 63ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED PAGEREF _Toc444613210 \h 65ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE PAGEREF _Toc444613211 \h 72BACKGROUNDThe Office of Information and Technology (OI&T) enables world-class delivery of care and benefits to the nation’s 21 million Veterans through technological tools and capabilities. The OI&T team supports each of VA’s lines of business: every day, OI&T’s 8,000 employees and 8,000 Contractors enable the largest integrated healthcare system in the United States; a benefits processing organization equivalent to a medium-size insurance company; and one of the largest integrated memorial and cemetery organizations in the country. This year, OI&T undertook a significant transformation; its mission is to collaborate with business partners to create the best experience for all Veterans. OI&T’s vision is to become a world-class organization that provides a seamless, unified Veteran experience through the delivery of state-of-the-art technology. The guiding principles are to be transparent, accountable, innovative, and team-oriented. OI&T is establishing a strong technical foundation that ensures alignment with VA’s mission. Finally, OI&T will execute these goals through a prioritized set of strategic initiatives across Now, Near, and Future time horizons: to stabilize and streamline core processes, to eliminate the material weaknesses, and to institutionalize a new set of capabilities to drive improved outcomes. To do this, OI&T is creating multiple new organizational components with a unified, highly-skilled leadership team.To facilitate this transformation, OI&T established a centralized, integrated communications office for the first time since VA Information Technology (IT) was centralized in 2006. IT Strategic Communications (ITSC) was formed in November 2015 with the charter to develop OI&T’s communications strategy and implementation plan as well as manage all tactical operations associated with VA IT’s identity, internal and external to VA. ITSC is responsible for engagement with employees, business partners, oversight bodies, and media, and is accountable for the delivery of all products associated with that engagement on a daily, weekly, monthly, quarterly, annual, and even ad hoc basis. As a new function within OI&T, the available ITSC Government staff is limited. Currently, only the Director, ITSC and the Operations Lead are full-time staff members assigned to the organization. Other staff members (fewer than six) are detailed from other assignments (most only part-time) as the organization establishes a formal organization chart approved by human resources. Established organizational processes and documentation are also limited. OI&T requires support to provide timely, relevant information to the largest federal IT workforce – one that is geographically dispersed, located in multiple states at a variety of offices and virtual workspaces, and performing distinct functions. ITSC’s model is built upon a dichotomy of global messaging applied to local implementation. In addition to setting the strategy and key messages for OI&T as a whole, ITSC provides “localized” communications implementation teams that customize key themes based upon division mission and goals, special areas of interest, and high-profile projects. This is a bi-directional relationship – just as the strategic team provides plans, templates, standards, and messaging, the implementation teams provide constant input and feedback about current programmatic initiatives and successes that may warrant broader communication. The ITSC model engages VA’s IT leadership team as a key vehicle for the organizational mission, goals, and message, utilizing every leadership communication as an opportunity to improve the distribution and understanding of that message in all stakeholders. APPLICABLE DOCUMENTSIn the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:44 U.S.C. § 3541,?“Federal Information Security Management Act (FISMA) of 2002”Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements For Cryptographic Modules”FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 201310 U.S.C. § 2224, "Defense Information Assurance Program"Carnegie Mellon Software Engineering Institute, Capability Maturity Model? Integration for Development (CMMI-DEV), Version 1.3 November 2010; and Carnegie Mellon Software Engineering Institute, Capability Maturity Model? Integration for Acquisition (CMMI-ACQ), Version 1.3 November 20105 U.S.C. § 552a, as amended, “The Privacy Act of 1974” 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”VA Directive 0710, “Personnel Suitability and Security Program,” June 4, 2010, Handbook 0710, Personnel Suitability and Security Program, September 10, 2004, HYPERLINK "" \o "VA Publications Homepage" Directive and Handbook 6102, “Internet/Intranet Services,” July 15, 200836 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003Office of Management and Budget (OMB) Circular A-130, “Management of Federal Information Resources,” November 28, 200032 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” March 10, 2015VA Handbook 6500.1, “Electronic Media Sanitization,” November 03, 2008VA Handbook 6500.2, “Management of Data Breaches Involving Sensitive Personal Information (SPI)”, January 6, 2012VA Handbook 6500.3, “Assessment, Authorization, And Continuous Monitoring Of VA Information Systems,” February 3, 2014VA Handbook 6500.5, “Incorporating Security and Privacy in System Development Lifecycle” March 22, 2010VA Handbook 6500.6, “Contract Security,” March 12, 2010VA Handbook 6500.8, “Information System Contingency Planning”, April 6, 2011Project Management Accountability System (PMAS) portal (reference )OI&T ProPath Process Methodology (reference process maps at and templates at Technical Reference Model (TRM) (reference at )National Institute Standards and Technology (NIST) Special Publications (SP)VA Directive 6508, VA Privacy Impact Assessment, October 3, 2008VA Directive 6300, Records and Information Management, February 26, 2009VA Handbook, 6300.1, Records Management Procedures, March 24, 2010OMB Memorandum, “Transition to IPv6”, September 28, 2010VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, February 17, 2011VA Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, March 20, 2014OMB Memorandum M-06-18, Acquisition of Products and Services for Implementation of HSPD-12, June 30, 2006OMB Memorandum 05-24, Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, August 5, 2005OMB memorandum M-11-11, “Continued Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, February 3, 2011OMB Memorandum, Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation, May 23, 2008Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007NIST SP 800-63-2, Electronic Authentication Guideline, August 2013Draft NIST Special Publication 800-157, Guidelines for Derived PIV Credentials, March 2014NIST Special Publication 800-164, Guidelines on Hardware-Rooted Security in Mobile Devices (Draft), October 2012Draft National Institute of Standards and Technology Interagency Report (NISTIR) 7981 Mobile, PIV, and Authentication, March 2014VA Memorandum, VAIQ #7100147, Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12), April 29, 2011 (reference )VA Memorandum, VAIQ # 7011145, VA Identity Management Policy, June 28, 2010 (reference Enterprise Architecture Section, PIV/IAM (reference )IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference )Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0, Federal Interagency Technical Reference Architectures, Department of Homeland Security, October 1, 2013, Memorandum M-08-05, “Implementation of Trusted Internet Connections (TIC), November 20, 2007OMB Memorandum M-08-23, Securing the Federal Government’s Domain Name System Infrastructure, August 22, 2008VA Memorandum, VAIQ #7497987, Compliance – Electronic Product Environmental Assessment Tool (EPEAT) – IT Electronic Equipment, August 11, 2014 (reference Document Libraries, EPEAT/Green Purchasing Section, ) Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005Executive Order 13514, “Federal Leadership in Environmental, Energy, and Economic Performance,” October 5, 2009Executive Order 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” January 24, 2007Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001VA Directive 0058, “VA Green Purchasing Program”, July 19, 2013VA Handbook 0058, “VA Green Purchasing Program”, July 19, 2013Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, Act of 1996, 40 U.S.C. §11101 and §11103VA Directive 6071, Project Management Accountability System (PMAS), February 20, 2013VA Memorandum, “Implementation of Federal Personal Identity Verification (PIV) Credentials for Federal and Contractor Access to VA IT Systems”, (VAIQ# 7614373) July 9, 2015, Memorandum “Mandatory Use of PIV Multifactor Authentication to VA Information System” (VAIQ# 7613595), June 30, 2015, Memorandum “Mandatory Use of PIV Multifactor Authentication for Users with Elevated Privileges” (VAIQ# 7613597), June 30, 2015; OF WORKThe Contractor shall provide the resources necessary to develop and implement a variety of IT-related communication strategies and services to a multitude of Federal and community organizations, Veterans and their families and friends, and policymakers that support the Veteran community. The Contractor shall provide the expertise necessary to reach over 22,300,000 Veterans, an OI&T workforce of 16,000, and numerous external stakeholders (including oversight bodies) through a variety of sophisticated and highly professional media, techniques, and campaigns, as well as provide planning services to anticipate key current and future environmental and strategic communication requirements that VA’s IT organization must consider to best serve the Veteran population and OI&T’s workforce. The Contractor shall provide expertise in integrating a multitude of communication vehicles into a cohesive and proactive implementation plan and strategy that reflects OI&T’s priorities. The Contractor shall provide the change management and programmatic expertise to assist in creating the operational foundation for a young but substantial communication organization (establishing procedures, technical tools to facilitate daily work, making recommendations for process improvements, and documenting processes/procedures). Contractor support shall include Project Management and Communication Support Services to targeted audiences.PERFORMANCE DETAILSPERFORMANCE PERIODThe Period of Performance (POP) shall be one 12-month base period and four 12-month option periods. The option periods shall include Tasks 5.1 through 5.10, if the Government chooses to exercise the option(s). This PWS also includes a 6 month optional task for Transition Out Services/Transition Plan. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:Under current definitions, four are set by date:New Year's DayJanuary 1Independence DayJuly 4Veterans DayNovember 11Christmas DayDecember 25If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.The other six are set by a day of the week and month:Martin Luther King's BirthdayThird Monday in JanuaryWashington's BirthdayThird Monday in FebruaryMemorial DayLast Monday in MayLabor DayFirst Monday in SeptemberColumbus DaySecond Monday in OctoberThanksgivingFourth Thursday in November PLACE OF PERFORMANCETasks under this PWS shall primarily be performed at Contractor facilities in the Continental United States. Some selected tasks under this PWS may require some part-time work in VA facilities when co-locating with Government staff improves coordination and collaboration. When the Government requests Contractor staff work on site, the Government will provide desk spaces for four Contractor personnel at VA Central Office (810 Vermont Ave, NW, Washington, DC). See Section 4.3, Travel, for additional details.TRAVELThe Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the period of performance.? Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.The total estimated number of trips in support of the program related meetings for this effort is included in the chart below: PWS SectionPurpose# Trips# Staff Per Trip# Days per Trip, incl travel daysPotential Locations5.1Programmatic Support (Face-to-face collaboration)2442VA Central Office, Washington, DC5.1.4TKO Meeting1121VA Central Office, Washington, DC5.1.7Project Planning4122VA Central Office, Washington, DC5.4.5Speaking Engagement Support4132 - West Coast locations; 1 - Midwest location; 1-East Coast locations5.5.2Employee Engagement 24238 - West Coast locations; 8 - Midwest location; 8-East Coast locations5.6.1Division Level Speaking Engagements8132- West Coast locations; 2 - Midwest location; 4-East Coast locations5.9.5OI&T Meeting Facilitation & Support4251 - West Coast locations; 1 - Midwest location; 2-East Coast locationsTravel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR.? Contractor travel within the local commuting area will not be reimbursed.4.4KEY PERSONNELBefore replacing any individual designated as Key, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. Contractor Key personnel shall not be assigned by the Contractor to more than one key position for this requirement. The following Contractor personnel are designated as Key for this requirement:Project Manager (PM). The PM should have extensive experience in both project management and communications. Preferably, the PM would have direct experience in starting and building a communications organization into a program with strategic and tactical components. The PM should have experience in expertly guiding struggling organizations. The PM should have a breadth of experience and expertise in the full range of communications functions, including strategy, visuals/graphic design, branding, text-based communications products and messaging, and web design/development. The PM should have experience in developing and implementing strategic and tactical components of a large-scale communications program, and also in integrating multiple communications vehicles/channels/products into a comprehensive and consistent strategy.VA Project Manager’s Staff Assistant (SA). The SA should have experience in successfully supporting a senior director. The SA should have experience managing a quickly changing calendar and prioritizing multiple important tasks for both him/herself and the VA PM. Internal Communications Lead. This lead should be an experienced manager of multiple, fast-paced tasks and the people supporting those tasks. This lead shall have at least five years of experience in creating communications products and campaigns.Media and External Communications Lead. This lead should be an experienced manager of multiple, fast-paced tasks and the people supporting those tasks. This lead should have at least five years of experience in media relations and creating communications products and campaigns for external audiences, with an emphasis on oversight bodies.SPECIFIC TASKS AND DELIVERABLESThe Contractor shall perform the following:PROJECT MANAGEMENTCONTRACTOR PROJECT MANAGEMENT PLANThe Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract. ?The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.??The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the period of performance. Deliverable: Contractor Project Management PlanREPORTING REQUIREMENTSThe Contractor shall provide the COR with Monthly Outcome Reports in electronic form in Microsoft Word and Project formats.? The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding monthly reporting period.The Monthly Outcome Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period, with emphasis on related outcomes.? 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. The report shall also include an itemized list of all Electronic and Information Technology (EIT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. These reports shall not be the only means of communication between the Contractor, COR and the PM. It is expected that the Contractor will keep in communication with VA so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. The Contractor shall continuously monitor performance and report any deviation from the CPMP or previous Monthly Outcome Report to the COR and Program/Project Manager during routine, regular communications.The Monthly Outcome Report shall include the following data elements:Overarching Project Name and PWS NameOverall high level assessment of Contractor progress and related outcomesAll work in-progress completed during the reporting periodIdentification of any programmatic issues uncovered during the reporting period; highlight those areas with a high probability of impacting schedule, cost, or performance goalsExplanations for any unresolved issues, including possible solutions and any actions required of the Government and/or Contractor to resolve or mitigate any identified issue, including a plan and timeframe for resolutionStatus on previously identified issues, actions taken to mitigate the situation and/or progress made in rectifying the situationWork planned for the subsequent reporting periodCurrent schedule overlaid on initial schedule showing any delays or advancement in scheduleCurrent definition of user requirements/function points overlaid over the original function points and the last reported function points to identify changes in the function points to be delivered since the previous reportWorkforce staffing data showing all Contractor personnel performing on the effort during the current reporting period. After the initial labor baseline is provided, each Monthly Outcome Report shall identify any changes in staffing, identifying each person who was added to or removed from the contract.Original schedule of deliverables and the corresponding deliverables made during the current reporting period.Deliverable:? Monthly Outcome ReportVA PRIMAVERA SCHEDULE REQUIREMENTSThe Contractor shall create and provide a schedule using VA Primavera for all activities described in Section 5.0 of the PWS. The Contractor shall identify, using VA ProPath and input from the VA PM, all Veteran-focused Integration Process (VIP; formerly PMAS) and project tasks that are required to execute the activities described in Section 5.0 of this PWS and enter them as activities in the VA Primavera schedule. The Contractor shall define all individual activities. The Contractor shall provide input to the VA Project Planner/PM in order to develop an activity network in the VA Primavera schedule with predecessor and successor relationships as they relate to the activities described in Section 5.0 of this PWS. The Contractor shall assign the Contractor staff to the appropriate VA Primavera activities in the VA Primavera schedule as they pertain to the activities described in Section 5.0 of the PWS. The Contractor shall provide actual hours of effort expended (timesheet data) for all activities described in Section 5.0 of the PWS and the schedule of deliverables in the VA Primavera workload reporting application on a weekly basis. The Contractor shall provide the actual percent complete for all activities described in Section 5.0 of the PWS in the VA Primavera schedule on a weekly basis.For guidance on VA Primavera schedule requirements, refer to the Primavera Scheduling folder at the following link, which contains the VA Primavera Minimum Schedule Requirements Checklist and multiple VA Primavera Training Modules: Primavera is not available/feasible, the Contractor may substitute an alternate scheduling tool with VA PM approval.Deliverable:A. VA Primavera Project ScheduleTECHNICAL KICKOFF MEETINGThe Contractor shall hold a technical kickoff meeting within 10 days after contract award. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PM. This meeting shall include a Technical Kickoff Meeting Presentation, containing staffing and quality plans, overall work plans, integrated schedules, and preliminary dates for review of the deliverables by the COR.Deliverable:A. Technical Kickoff Meeting PresentationPRIVACY AND INFORMATION SECURITY AWARENESS TRAININGThe Contractor shall submit status of VA Privacy and Information Security Awareness and Rules of Behavior training for all Contractor individuals engaged on the task. The status reporting shall identify; a single Contractor Security POC, the names of all Contractor personnel engaged on the task, their initial training date for VA Privacy and Information Security and Rules of Behavior training, and their next required training date. This information shall be submitted as part of the Monthly Outcome Report. The Contractor shall submit VA Privacy and Information Security and Rules of Behavior Training Certificates in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security.”Deliverable:VA Privacy and Information Security and Rules of Behavior Training CertificatesVA PERSONNEL ACCOUNTABILITY SYSTEM (PAS)All Contractors engaged on the task shall complete the VA-PAS Computer Based Training (CBT) that provides detailed steps to login and provide updates to VA-PAS contact and location information. The VA-PAS CBT is accessible through the VA Learning University, Talent Management System Web site, . Following completion of the CBT, each Contractor employee must login to VA-PAS and update their contact and location information at Contractor shall submit status of VA PAS training for all individuals engaged on the task, as part of the Monthly Outcome Report.5.1.7 PROJECT PLANNING AND REPORTINGThe Contractor shall conduct quarterly in-process review meetings with VA to review and discuss the status of the tasks of this contract to include communication tasks, schedule, risks and any issues encountered. These quarterly meetings shall be conducted in person at the VA facility in Washington, D.C. The Contractor shall also coordinate and participate in a Monthly Progress Review (MPR) either in person or virtual, with the VA Program Manager (PM), in person at the VA facility in Washington, D.C. The MPR shall highlight any changes to the schedule since the previous meeting that need to be approved by the COR, any tasks that were completed within the last month, any tasks that are late (or are projected to be late), and review all late, completed, and upcoming milestones in the detailed schedule. Monthly meetings are not held in the months where a Quarterly meeting is scheduled. The Contractor shall develop the agenda and meeting materials for both the quarterly and MPRs; the Contractor shall create and distribute meeting agendas and meeting materials for each quarterly meeting and MPR to meeting participants at least two full working days prior to the meeting. The Contractor shall also document and distribute the meeting minutes from each meeting in accordance with (IAW) Section 5.9.MUNICATIONS ANALYSIS, STRATEGY, AND PLANNINGThe Contractor shall develop and implement a comprehensive communications strategy. This strategy will be the foundation of a communications program that shall provide synchronized, accurate, and consistent messaging across OI&T, maximizing technological capabilities to create engaging, timely, and proactive products that support OI&T and VA goals and objectives in a time-phased manner. The Contractor shall perform a holistic communications audit and analysis of existing communications channels and methods, gaps, opportunities, threats, and priorities. The Contractor shall also research the results of the Federal Employment Viewpoint Survey and the All Employee Survey, as well as any other applicable data. Using that data and analysis, the Contractor shall plan, draft, and implement a comprehensive communications strategy and program plan that address the challenges of global messaging implemented locally for numerous stakeholder audiences.5.2.1COMMUNICATIONS PROGRAM AUDIT AND ANALYSISThe Contractor shall analyze all current internal (within OI&T) and external (outside of OI&T) OI&T and VA communications channels, document them, and provide recommendations for development of new communications mechanisms and/or improvement of current mechanisms that will streamline existing communications efforts and guide the organization towards a data-driven narrative. This analysis should provide the foundation for targeted campaigns to specific audiences, identification of communications channels and products, and methods of capturing and assessing feedback and effectiveness of communications. The Contractor shall implement the recommendations that the VA PM approves, that are detailed below.The Contractor shall provide a Communications Program Audit and Analysis Report that shall include:Defining and segmenting the various audiences (e.g., Veterans, VA workforce, business partners, Veteran Service Organizations, media outlets, oversight bodies, industry partners);Defining existing types of information currently being delivered to stakeholders;Identifying types of information and messaging that would be most receptive and engaging, to include most effective methods for information dissemination and channels of delivery and making appropriate recommendations;Providing options and alternatives for recommended methods of dissemination and channels of delivery of information by category, relative to each distinct group/audience and the frequency for each;Identifying and providing recommendations for the implementation of performance measures and mechanisms for receiving and managing feedback, and refinement of communications tactics;Providing recommendations to increase the quantitative focus of the ITSC effort and help ensure that the program utilizes data-driven communications strategies.Deliverable:Communications Program Audit and Analysis Report5.2.2COMMUNICATIONS STRATEGYUpon completion of the audit and analysis, the Contractor shall draft a comprehensive communications strategy for ITSC that shall continue the momentum of organizational change currently underway and help transition OI&T into sustainment. Analysis and recommendations shall incorporate processes and procedures on how to adopt new communications priorities or campaigns seamlessly and in an agile, time-phased and effective manner as needed by OI&T and VA leadership. The primary objective of the strategy is to guide all communications activities towards common organizational goals and to establish a system of integrated communications tools to maximize effectiveness.The Contractor shall provide an ITSC Communications Strategy shall include:Organizational strategy aligned with VA Strategic Plan (See Attachment A), myVA Integrated Plan (See Attachment B), and the IT Enterprise Strategy (See Attachment C), including development/refinement of ITSC mission and vision statements and subsequent goal delineation;Development and implementation of a branding strategy aligned with OI&T vision and that addresses the challenges of change management and organizational transformation;Recommendations for prioritization of project initiatives, messaging priorities, and other communications efforts in line with organizational goals and OI&T leadership intent; Recommendations for key performance measures and timelines to assess initiatives/project timeliness and quality;Proactive planning of key messages and themes for near-term and future, based on the existing environment, as well as the recommendations from the Contractor’s analysis of the organization, its parent organizations, key stakeholders, and similar federal/industry entities;Inventory of existing and planned communications tools and methods, including publication schedule and audience for each;Synchronization of communications tools and methods for comprehensive implementation of all products and campaigns that support overarching key messages and themes;Integration of products that mutually support one another for consistent and comprehensive, layered messaging;Consolidation of multiple subordinate OI&T pillar communication plans into the ITSC strategy and redevelopment of pillar communication plans in accordance with transformation initiatives and OI&T leadership vision;Employee engagement, workforce optimization, and professional development plans for proactive implementation of milestones;Media relations and external stakeholder engagement strategy;Development and maintenance plans for community-based and non-government organization relationships;Methods to track and communicate accomplishments, lessons learned, and best practices.Deliverable:A. ITSC Communications Strategy5.2.3COMMUNICATIONS PLAN The Contractor shall support the ITSC Communication Strategy with an ITSC Communication Plan that will include the tactics that lead to successful ITSC goal achievement, including a roll-out plan, schedule, and work breakdown structure for specific initiatives that are coordinated, integrated, and proactive. These initiatives refer to all potential channels of communication available to OI&T in this effort to include internal communications, external communications, division level communications, campaigns and all available media. The Plan will define specific and measurable communications goals and objectives; it will also include internal and external outreach activities that maximize use of integrated communications vehicles to reach the broadest audience possible in an engaging, timely, and relevant manner. For purposes of this PWS, a major campaign is defined as one that impacts multiple audiences and includes more than one type of communication vehicle/channel. A minor campaign is one that impacts a single audience and/or that involves a single communication vehicle or channel. The Plan will take into consideration ad hoc support requests (estimated at 12 minor campaigns and six major campaigns for each base and option year period) by OI&T leadership in response to occasional unforeseen events that require quick, high-impact, responsive messaging. These requests may include materials such as recommendations on strategy for responses to negative press, talking points for high-visibility meetings, or content related to current events within OI&T. The Contractor shall analyze current themes, objectives, and activity from OI&T leadership, the OI&T divisions, as well as events and major initiatives in VA on a monthly basis. The Contractor shall use this analysis to formulate and provide the ITSC Communications Calendar. All communications vehicles identified shall be incorporated into monthly updates of the ITSC Communications Calendar, and key themes shall be incorporated into the monthly editorial planning for the outreach campaigns to provide content and products about OI&T’s current events and successes to communications channels across OI&T’s divisions and to customer and business partner organizations. The Contractor shall provide a Communications Plan that shall include:Plans for electronic and print communication to both external (outside of OI&T) and internal (within OI&T) stakeholders that utilize targeted outreach activities, social media strategies, and new and novel technologies;Plans for addressing ad hoc support requests by OI&T leadership in response to occasional unforeseen events that require quick, high-impact, responsive messaging (estimated at 12 minor campaigns and six major campaigns for each base and option year period);Assessment of whether current OI&T Division Engagement plans and communications activities/campaigns support an integrated ITSC communications effort;Messaging matrix that overlays to products in a logical chronology and is evaluated monthly for updates, ensuring alignment with OI&T, VA, and other key source messaging;Method to track implementation against the ITSC Communications Plan;Monthly Editorial Plan for outreach campaigns and blog content;Template for VSO Engagement planning, to be used as the source for individual VSO Engagement event planning (see Section 5.4.4);Template(s) for Speaking Engagement planning, to be used as the source for individual speaking engagement planning (see Section 5.4.5).Template for Campaign Plans, to be used as a guide to plan individual/specific campaigns (see Section 5.5.1);Template for Employee Engagement Communication Plan, to be used as the source for individual Employee Engagement event planning (see Section 5.5.2);Template for Monthly Leadership Messaging Cascade Plan, to be used as a guide for monthly planning and updates (see Section 5.5.4).Deliverables:A.ITSC Communication PlanITSC Communications CalendarCOMMUNICATIONS INFORMATION MANAGEMENTOI&T COMMUNICATIONS ARCHIVE DEVELOPMENTThe Contractor shall develop a team archive (such as in SharePoint or other suitable tools that are approved for VA use). The Contractor shall provide all necessary software, including Microsoft Office SharePoint Server and any third-party automation tools. All necessary server hardware and VA network access will be provided by VA.The Contractor shall:Develop and implement an OI&T Information Management Assessment and Implementation Plan, to include an associated implementation timeline. This plan and timeline shall include phases covering assessment, architecture, any necessary migration of existing sites identified during assessment, new development, and implementation of information management and automation processes. These phases are defined as: Assessment includes the observation and documentation of ITSC’s information management needs. Architecture includes the identification of a file structure, location, version control, metatagging, data typing, ancillary tools, workflows, and any additional necessary components prior to the movement of files or development of said structure. Migration includes the identification of existing OI&T communications materials and web archives and shifting those materials to the new structure if needed (as determined by ITSC managers upon identification of the existing archives). New development is when the requirements for new information management workflows, file locations, applications or tools are implemented. The plan shall also describe risks, requirements process workflows, and an assessment of any required design elements or templates. The Contractor shall develop and maintain process maps for any relevant workflows identified in the OI&T Information Management Assessment and Implementation Plan and ensure appropriate storage on the archive. The OI&T Information Management Assessment and Implementation Plan shall also include a test plan as detailed in Section 5.10. The process maps development and updates, as well as testing and results, shall be documented as part of the Monthly Outcome Report.Incrementally migrate any previous OI&T Communications archives to the new ITSC archive IAW the OI&T Information Management Assessment and Implementation Plan. Subsequently, the Contractor shall maintain the sites, both technologically and according to the OI&T Information Management Plan detailed in 5.3.2. Sites are of a small to moderate size, may include duplicative information, and often include outdated files. The Contractor shall dispose the outdated files by either moving or deleting them. The Contractor shall apply current VA templates and standards where necessary and coordinate with VA management to determine appropriate authoritative versions of files, prior to performing the migration.Following completion of existing site migration, perform build-out of the archive by creating new sites, lists, applications, or web-based tools.Provide one hour of OI&T Web-based Archive training to the ITSC Management team (approximately 15 people per session, quarterly) in the structure and use of the archive. The OI&T Web-based Archive training shall include any new changes to the archive, emerging available technologies, and potential integration. The Contractor shall develop and provide OI&T Web-based Archive Training Materials to successfully deliver the training, such as presentations, handouts, and/or instruction guides. This training and training materials shall be updated quarterly. The Contractor shall report all training conducted in the Monthly Outcome Report.Implement all ITSC technology transitions/upgrades as required by VA-wide standards/decisions.In accordance with the OI&T Information Management Assessment and Implementation Plan and the Information Management Plan (outlined 5.3.2), establish an ITSC Archive for all Assistant Secretary for Information & Technology/Chief Information Officer (ASIT/CIO) and OI&T leadership presentations, speeches, and other pertinent materials that may be re-used or referenced for future events/activities. The Contractor shall upload and maintain all updated communications materials in the archive.Deliverables:A. OI&T Information Management Assessment and Implementation PlanB. OI&T Web Based Archive Training MaterialsITSC INFORMATION MANAGEMENTThe Contractor shall develop an Information Management Plan. This plan will identify the types of information the organization must manage and, in accordance with the Information Management Assessment and Implementation Plan, develop the business processes and standard procedures for ITSC team members to consistently implement the Information Management Plan on a daily basis. The processes and procedures should inform each team member what the expectation is to properly handle the types of information ITSC produces, particularly for future uses and sharing. The Contractor shall implement the VA approved Information Management Plan.The Contractor shall:Participate in virtual Government daily communications coordination meeting to ascertain and identify the types of information and files being shared, as well as work with all ITSC team members to understand what information must be managed.Develop recommendations, with VA PM concurrence, for Information Management workflows and schedules that account for information and files shared in both formal (e.g., meetings) and informal (e.g., email messages, phone calls) settings. The Contractor shall ascertain and provide recommendations on which of these types of information must be archived for future reference, how often they should be updated, and the best way in which they should be retrieved. These recommendations may include process maps, text-based documentation, or spreadsheets and should correspond to the OI&T Information Management Assessment and Implementation Plan as outlined in 5.3.1.Develop recommendations for business rules/procedures that will minimize the sharing and storage of ITSC documents and files in e-mail. These recommendations should include processes for version control, naming conventions, and locations of information (in accordance with the Information Management Assessment and Implementation Plan). Determine whether any of the information management processes lend themselves to automation and, if so, provide recommendations for automation within the Information Management Plan.Update the Information Management Plan monthly according to emerging requirements and the current organizational environment. The Contractor shall report all updates in the Monthly Outcome Report.Implement, with VA PM concurrence, the Information Management Plan, providing day-to-day identification, archival, tagging, retrieval, and automation of information to ensure streamlined, consistent ITSC operations.Deliverable:A. Information Management PlanITSC COMMUNICATIONS TEMPLATESThe Contractor shall manage all communications-related templates to ensure each template is consistently updated with the latest Government guidance. The Contractor shall determine if any updates to existing ITSC templates are required with ITSC Management concurrence. The Contractor shall determine if the creation of new templates is needed to facilitate the flow of information and shall implement those changes with concurrence of ITSC Management. These templates may include graphical layouts of fact sheets or newsletters, invitations to communications events, external correspondence, PowerPoint presentations, Word documents, or other communications products as well as templates already referred to within this PWS. The Government estimates that the Contractor shall perform 10 minor updates to existing templates such as modifying the language on a template for consistency, five (5) major revisions to existing templates such as the application of a new brand to a template, and development of up to eight (8) new templates. The Contractor shall identify template changes needed and, with VA PM concurrence, implement the changes. Template recommendations, changes and creations shall be documented as part of the Monthly Outcome Report.OI&T BRAND STANDARDThe Contractor shall ensure continuous compliance of OI&T brand to the VA brand, and advise all ITSC communications professionals on VA brand standards. The Contractor shall, with VA PM concurrence, plan and implement a brand re-rollout initiative, conducting proactive outreach to the OI&T divisions to eliminate the use of outdated templates and adoption of the current standards. The Contractor shall provide graphic design or web design services to assist in correcting products in accordance with brand standards. These corrections average approximately six one-page products per month.ITSC PORTFOLIOThe Contractor shall provide an ITSC Communications Portfolio that displays the breadth, depth, type, quality, and quantity of ITSC products and activities; the Contractor shall organize the materials that make up the portfolio in a dedicated electronic repository. This portfolio may be used by the ITSC Managers in providing communications accomplishments, but also shall serve as a service catalog to document available communications services. The intended audience for this portfolio is OI&T and VA executives, to include the CIO; the presentation of the portfolio should fit a requisite degree of professionalism and aesthetic appeal for that audience. The Contractor shall:Develop and provide an ITSC Communications Portfolio Plan, with VA PM concurrence, for the development and content of the ITSC Communications Portfolio, including the approach and schedule to the design, development and maintenance of both a printed and electronic catalog for ITSC Communications Portfolio materials. Ensure the ITSC Communications Portfolio Plan includes an inventory of all OI&T communications products and services, links or guidance to locate current versions of those products (particularly to current slides and graphics used in organizational presentations), and a plan or timeline to provide monthly updates of the inputs to the Portfolio. The ITSC Portfolio Plan shall also include identification of relevant and high-impact metrics associated with each identified initiative to sufficiently document the quantitative impact of the communications services. These metrics may include examples such as % increase in web traffic or # of participants in a specified communications activity. Develop a dynamic, web-based representation of the ITSC Communications Portfolio to be housed on the OI&T intranet site. Develop and provide a print version of the ITSC Portfolio along with five copies according to the VA PM-approved timeline.Develop ITSC Communications Portfolio Executive Summary that will serve as a one-page fact sheet summary that can either accompany the portfolio or stand alone in both print and electronic format. Deliverable:ITSC Communications Portfolio PlanITSC Communications Portfolio ITSC Communications Portfolio Executive Summary GRAPHICS, DESIGN, AND MULTIMEDIA DEVELOPMENTThe Contractor shall develop all graphics required by ITSC communications activities. as well as provide layout and web user interface design services that create/maintain a consistent, cohesive look to all ITSC materials and vehicles/channels based upon the OI&T and VA brand standards. These requirements typically number 25 graphics per month at OI&T level, 25 graphics per month across the OI&T divisions, and 10 simple publication designs (consisting of four pages or fewer) per month across OI&T and divisions. The Contractor shall, with VA PM concurrence, implement the layout and web user interface design requirements. The Contractor shall also recommend, plan, and implement eight wholly graphically rich and/or data-driven Visual Campaigns (across OI&T and divisions). These may include infographics, animation, or web-based designs that effectively communicate complex concepts/data/trends in a visually appealing, graphical, non-text-based manner. The Contractor shall review the existing environment and documentation; create comprehensive campaign plans (including respective schedules, which are coordinated with the ITSC Strategy and ITSC Communications Calendar). The Contractor shall coordinate and implement campaign activities, to include planning meetings, as well as develop, maintain, and distribute materials in support of the campaigns. Materials may include posters, presentations, fact sheets, event kits, brochures, and other tools to educate and inform the audience using visually rich presentations. The Contractor shall promote each campaign to maximize target audience participation. The Contractor shall evaluate the success of the campaign through performance measures that are consistent with those outlined in the ITSC Communications Strategy. Based on the results of the evaluation and after action analysis, the Contractor shall continuously improve campaign planning and implementation activities.The Contractor shall develop products using high resolution imagery and according to key messages and audience outreach standards outlined in the ITSC Communication Strategy and the ITSC Communication Plan. Graphic design staff shall be included and attend meetings with the VA PM (or designee) to discuss concepts and intent for communications products requiring graphics support to ensure alignment of design elements with goals of the presentation/product. Refinement of products shall be presented after VA PM feedback is received. The Contractor shall provide the graphics/imagery for communications products, which shall be stock or Contractor-developed. Illustrative components required may take the form of non-static, novel technologies or design methodologies. Contractor support to accomplish the above shall include: Providing professional graphics design support to plan, analyze, and create visual solutions that meet VA communications standards. Using a variety of methods such as color, type, illustration, photography, animation, and various print and layout techniques. Producing promotional displays, communication materials (e.g. brochures, posters, fact sheets), and signage. Print production will be provided via VA and the Government Printing Office.Providing rapid response support for quick-turnaround requests/requirements from OI&T leadership in response to a dynamic communications an organizational environment.Deliverable:Visual CampaignsIMAGE AND VIDEO SUPPORTThe Contractor shall proactively evaluate all campaigns and communications activities to identify opportunities for real-time, field-based photography demonstrating the value of VA IT, IT staff in action, or IT leadership working with key audiences. The Contractor shall coordinate photography and videography, through Contractor-provided equipment/services, to capture compelling, relevant photos, images, and videos that can be utilized in future campaigns or products. The Contractor shall tag and archive the Photo Shoot Stock Photography images/photos in a repository in the Web Based Archive for easy access by all communications staff throughout OI&T, and the Contractor shall promote their use throughout the above mentioned initiatives. Locations shall be recommended by the Contractor, based upon best use of Government facilities and staff, and final, edited images/photos provided by Contractor shall be no less than 250 for the base year. All necessary server hardware and VA network access for the repository will be provided by VA, as Government Furnished Equipment (GFE). The Contractor shall plan, develop, incorporate and provide podcast video into a Video and Video-based Podcast Campaign according to VA-approved ITSC Strategy, ITSC Communications Plan, and campaign plans. The Video and Video-based Podcast Campaign will include a monthly candid CIO video, as well as features of other OI&T and VA senior leaders and staff. The Video and Video-based Podcast Campaign plan shall include a list of potential concepts, topics, interview subject, and/or themes and should incorporate new and novel approaches, such as animation and/or motion capture. For interviews, the Contractor will develop scripts, coordinate with interview subjects, and conduct the interviews. The Contractor will film and edit footage into cohesive series format, inserting organizational standard graphics and video components. The Contractor will provide outreach/publicity support, as well as perform testing and reporting on the quality of the videos and podcasts as specified in Section 5.10. Based upon similar efforts conducted within VA, it is anticipated that approximately 120 total minutes of finished/edited video content shall be required in the base year. At least one video shall meet the requirement for publication on the VA public-facing YouTube channel. Rather than focusing exclusively on individual photo and video tasks, the Contractor shall seek opportunities to incorporate and integrate visual components into other products and campaigns. At a minimum, all videos must be open or closed captioned; all videos must be audio described; captions and/or audio description must be “user selectable or permanent.”Deliverables:Photo Shoot Stock PhotographyVideo and Video-based Podcast CampaignMEDIA AND EXTERNAL COMMUNICATIONSThe Contractor shall support existing communications mechanisms and initiatives for media and external audiences, as well as develop new communications mechanisms and initiatives where the Contractor identifies gaps. Upon Government approval of the ITSC Communications Strategy and ITSC Communications Plan, the Contractor, with VA PM concurrence, shall execute approved communication strategies and activities IAW those documents. The Contractor shall support multiple existing OI&T communication channels, including attending quarterly meetings with Veteran Service Organizations (VSOs), creating and providing OI&T fact sheets (estimated at three per month), and developing and delivering weekly Chief Information Officer (CIO) messages. New communications mechanisms may include any of the above, as well as web updates, posters, virtual road shows or speaker series, videos, and social media posts. The Contractor shall coordinate outreach activities for OI&T, including OI&T pillars, with the intent of communicating OI&T’s current events, accomplishments, and personnel changes to the media and other oversight bodies through a number of mechanisms, including the development of executive leadership messaging, videos, blog posts, all-hands messages, infographics, and social media posts. The Contractor shall coordinate the ongoing implementation and continuous improvement of existing channels. The Contractor shall coordinate with OI&T leadership to determine new, high-priority communications themes requiring concerted campaigns at both the OI&T level and at the OI&T division level. Once identified, the Contractor shall develop a plan for each outreach campaign (estimated at six) that integrates the vehicles and key messages identified throughout their analysis and implement the campaign according to the plan. The Contractor shall plan, develop, implement, and maintain a Media/External Communications Tracking Database (“Commitment Tracker”) that will assist in managing the processing of incoming requests for information from media and oversight bodies, ensuring each response is vetted for appropriate messaging, accuracy of statements, and Government staff approvals by a specified deadline. The estimated number of responses to requests for information is approximately 25 per month. The Contractor shall review outgoing correspondence to external/oversight entities for OI&T commitments to provide information/action and track those items until completion in an online database (such as SharePoint), providing daily/weekly/monthly reports as requested by ITSC Managers. This Commitment Tracker will be located on the VA network (in a tool such as SharePoint), and the Contractor shall coordinate with the Government ITSC Operations Lead to ensure a holistic view of all outstanding actions/requirements is achieved. The Contractor shall be prepared to provide expert, rapid response, ad hoc communications strategist support to unforeseen media/external communications needs (estimated at 12 per month). The Contractor shall receive approval from the Office of Public and Intergovernmental Affairs as required prior to providing this communications strategist support. This approval is currently acquired electronically, via email or a SharePoint site. Deliverable:Media/External Communications Tracking DatabaseMEDIA MONITORING AND MESSAGINGThe Contractor shall provide reporting of OI&T’s current perception in the media by providing ongoing and case-driven media monitoring/analysis, as well as regular channels for engagement with the media. The Contractor shall provide 50 weekly media monitoring analyses, with case-driven media analysis based upon significant OI&T activities and any significant ad hoc events. The Contractor shall document and deliver the media monitoring analyses in a Media Monitoring Report, which shall minimally include instances of OI&T in the media, whether the stories were positive/negative/neutral, and any recommendations for messaging/outreach in light of the analysis. The Contractor shill develop a mechanism to assess weekly analyses over time to identify on-going and historical trends using quantitative data, rather than assessing media activity in one-week increments.Deliverables:Media Monitoring ReportMEDIA ENGAGEMENTBased upon the Government-accepted Communications, Strategy, Communications Plan, Communications Calendar, and Media Monitoring Report, the Contractor shall provide recommendations for media engagement. These types of engagements may include coordination of interviews with specific reporters and OI&T leadership, distribution of multimedia products, or in-depth feature profiles about OI&T leaders, and shall number approximately 24 recommendations for media engagements per year for positive, proactive coverage. These recommendations should be included on a monthly basis in the Monthly Outcome Report.Upon Government acceptance of the media engagement recommendations, the Contractor shall implement the recommendations and conduct the media engagements. These engagements shall number approximately six industry trade engagements and four national media engagements per year across OI&T and all divisions. Each engagement shall include a plan and timeline, all outreach, coordination of schedules with appropriate VA and media staff, authoring of any necessary materials (with final approval by the Government), recording and transcribing (where appropriate), and follow-on monitoring of the engagement for one month following the engagement. MEDIA AND PUBLIC AFFAIRS TRAININGThe Contractor shall analyze current media and public affairs-oriented trainings for OI&T senior executive/leader staff and OI&T personnel. The Contractor shall provide training program recommendations that focus on spokesmanship, conduct, body language, how to relate the VA mission and goals to tactical messaging, handling difficult situations or conflicts, handling on-camera interaction, and how to respond to questions. Based on the Government approved recommendations, the Contractor shall create and implement a Public Affairs Training Program with four distinct training programs, which can be conducted virtually, lasting no more than one day each and accommodating up to approximately 30 attendees each. The exact content of these courses will be determined by the Contractor with government approval once the Contractor has completed the above mentioned evaluation. The Contractor shall also provide Public Affairs Training Materials that provide training information on spokesmanship, conduct, body language, how to relate the VA mission and goals to tactical messaging, handling difficult situations or conflicts, handling on-camera interaction, and how to respond to questions. The Contractor shall address all administrative and training delivery logistics. In conjunction with the training suite, the Contractor shall provide a printed or web-based supplement to provide OI&T leadership with “quick hints” and at-a-glance information about media interaction, crafting messages on the fly, and working with the public. Additionally, the Contractor shall plan and implement approximately 36 small group or individual intensive, customized public affairs training sessions that are targeted to specific issues or events. Where applicable or requested, on-camera training shall be provided. The Contractor shall provide all audio/visual equipment to support these activities. The Contractor shall also plan, develop, implement, and maintain an online Speakers’ Bureau Portal to be used by OI&T leadership. The Portal shall be located on the OI&T intranet site and include Public Affairs training materials and a collection of communications tools that will assist OI&T leaders with improving public speaking, delivering current OI&T messaging, and delivering a positive communications experience to internal or external audiences. The Plan for Speakers’ Bureau Portal shall include a timeline for developing and implementing the portal resource and a recommended location on the OI&T intranet. The Plan shall include templates, a navigation, content in existence, content that must be developed, permissions structure, and other industry/government standards for speaker’s bureau modules. Upon Government acceptance, the Contractor shall develop, implement, and maintain the web-based Speakers’ Bureau Portal. Deliverables: Public Affairs Training MaterialsPlan for Speakers’ Bureau PortalSpeakers’ Bureau PortalVETERAN SERVICE ORGANIZATION (VSO) ENGAGEMENTThe Contractor shall plan for, execute, and provide follow-up activity for four (4) to six (6) VSO meetings per year. Each VSO meeting may include representatives from approximately 10-12 VSOs, shall be conducted in person and shall include: Conducting outreach with the VSO representatives to determine and recommend key areas of interest for upcoming meetingsCoordinating with CIO Scheduler team to determine the logistics of each meeting (i.e. date, time, dial-in)Coordinating with OI&T executive division leaders to ensure coverage from each of the eight (8) OI&T divisionsCoordinating with VA’s VSO engagement office to ensure appropriate room setup, accommodations, name tags, and event logisticsDeveloping presentation or written materials for CIO to deliver to VSOs, including coordination with the OI&T division leadership and their communications representatives, to include specialty informationRecording and transcribing VSO Meeting Minutes IAW section 5.6.1Logging Q&ATracking follow-on actions to completion, with ongoing status to be provided at the daily OI&T Communications Management meeting Maintaining the existing VSO engagement checklist based upon continuous improvementSPEAKING ENGAGEMENT MANAGEMENTThe Contractor shall manage the ITSC speaking engagement process, coordinating and vetting with Office of General Counsel, Office of Public and Intergovernmental Affairs, and Office of Congressional and Legislative Affairs speaking engagements for all of OI&T’s senior leadership. The Contractor shall develop recommended storylines for each CIO speaking engagement (estimated at four to six per month) that are consistent with current themes and CIO areas of emphasis for the organization. The speaking engagement materials will include media tie-ins and related recommendations, as well as “intel” sheets that provide all key messaging, logistics, and timeline information. The Contractor shall create presentations with talking points for each engagement that are aligned to the specific audience and event host themes and which tie in OI&T key messages consistently throughout. When the CIO declines a speaking engagement him/herself but wishes an OI&T executive participate instead, the Contractor shall assist in identifying the appropriate OI&T leader and coordinate with the executive’s staff to provide event information. For all speaking engagements conducted by OI&T leaders (other than the CIO), the Contractor shall coordinate with appropriate OI&T leaders’ staff to obtain an advance copy of presentation materials for ITSC Director review and approval of key themes/messaging.In addition to creating all necessary speaking engagement materials for CIO speaking engagements, the Contractor shall:Maintain the web-based speaking engagement submission form used by ITSCPerform initial analysis and obtain details about submitted speaking engagementsSummarize each request and submit for review by ITSC Management Communicate disposition of each speaking engagement to the relevant OI&T senior leader. If denied, communicate the reason to the requestor (if a CIO speaking engagement, coordinate regrets with CIO Schedulers)If request is approved, coordinate review of the request with VA’s Office of General CounselWork with senior leaders to review speakers’ bureau materials, provide current key messaging, and conduct dry runsReview senior leaders’ presentation for messaging consistency, inclusion of relevant data and quantitative components, audience relevance, and subject matter expertise Accompany senior leadership to speaking engagements or presentations, capture proceedings, and provide feedback (via Memorandum for the Record), including attendees, topics, decisions, and other observations. The Memorandum for the Record should be provided within 2 business days following the proceedings. Conduct after-action analysis, including feedback from the senior leaders.The Contractor shall provide on-site communications and logistics support to CIO and OI&T senior executive speaking engagements in and around the Washington, DC area. Additionally, the Contractor shall provide communications support at OI&T executive speaking engagements nationally. The Contractor shall continuously improve the speaking engagement process, providing monthly recommendations for process improvement, template updates, and potential automation. This feedback shall be included in the Monthly Outcome Report. EXECUTIVE MESSAGINGIn accordance with the Communications Strategy and Communications Plan, the Contractor shall provide recommendations and products (such as fact sheets and graphics) for CIO or other executive-level messaging to a public audience in response to requests from the ITSC Management team, numbering approximately eight per month. The recommendations shall include the elaboration of key themes into narrative or illustrative format, including talking points, presentations, and fact sheets. The Government estimates that the Contractor shall provide approximately six sets of talking points per month, for either the CIO or other senior OI&T leaders. The Contractor shall combine, abridge and deliver all current CIO messaging emerging from town halls, VSO engagements, and all-staff email correspondence into a monthly “Key Messaging Quotes” sheet. This sheet shall be oriented to provide the CIO or senior executive leadership with several high-impact statements about each key theme currently being discussed in the public setting. These are estimated at 12 per year and are one to two-pages in length. The Contractor shall develop and maintain an inventory of approximately 40 OI&T Fact Sheets. The Contractor will maintain all Fact Sheets by conducting monthly checks for updates and making updates as needed. Status of the fact sheets shall be reported in by Monthly Outcome Report if any changes are needed. The Contractor shall coordinate with OI&T personnel to ensure that the new versions are compliant with VA and OI&T standards and brands and are subsequently posted to the OI&T website. The Contractor shall: Provide and maintain a list of potential concepts, topics, and/or themes for new fact sheets and one-pagers, for final selection by VA’s CIO or OI&T communications anize and develop content according to current organizational needs and provide content to VA’s CIO or OI&T communications leadership in a polished, final format.Monitor current organizational events and ensure that the fact sheets and one-pagers contain accurate, timely information regarding OI&T programs, projects, and general information presented in a manner of interest to OI&T Government and contract personnel.Monitor current industry communication trends and ensure that fact sheets and one-pagers are utilizing modern, high-impact, modes of communication for optimal audience reach.Collect, develop and/or edit content for white papers and other forms of communication used to announce VA’s IT initiatives and related value to the Veteran.The Contractor shall develop and provide approximately six Visual/Interactive Presentations to be used by the CIO or other senior executive in external speaking engagements. This presentation shall differ from the standard presentations used by OI&T senior leadership in that it shall include less text and more illustrated or interactive components (i.e., widely standard of Technology, Entertainment, Design “TED” Talks). The Contractor shall provide relevant licenses for any necessary software. Deliverables: Key Messaging Quotes Visual/Interactive PresentationsORGANIZATIONAL RECOGNITIONThe Contractor shall seek out opportunities to highlight OI&T accomplishments via industry and/or federal government awards nominations. The purpose of these nominations is to showcase innovation and leadership of the OI&T organization, making OI&T a more attractive employer to highly skilled potential employees, as well as to extend “good news stories” and improve OI&T’s reputation with industry partners and other key external stakeholders. The Contractor will provide recommendations for which opportunities best fit OI&T goals, conduct all coordination necessary for award nomination, provide nomination submissions that are consistent with OI&T key messages/themes and application requirements, and submit the materials on behalf of ITSC. Nominations are estimated at 12 per year. In the event OI&T receives recognition as a result of any application submitted, the Contractor will coordinate across the team to publicize and catalog the accomplishment through appropriate external and internal communications channels. The Contractor shall create a comprehensive listing and schedule of awards available for application/nomination and which projects/teams/organizations should be recommended for each award. The Contractor will conduct all research and coordination and completion.INTERNAL AND STAFF COMMUNICATIONThe Contractor shall develop new, internal communications mechanisms that ensure delivery of the communications to targeted internal VA audiences. The Contractor shall execute approved communication strategies and activities in accordance with the approved Communications Strategy and Communications Plan. The Contractor shall manage multiple existing internal OI&T communication channels, including the OI&T blog, OI&T’s social media presence, the OI&T Communications Calendar, and other appropriate internal channels. These communications include: newsletters, electronic announcements, presentations, CIO messages, intranet updates, posters, virtual road shows or speaker series, videos, and internal social media posts. Where required, the Contractor shall provide web design for products/campaign in addition to layout and content. These requirements are detailed in the below sections of 5.5.INTERNAL CAMPAIGNS AND PRODUCTSIn concert with the Communications Plan, Communications Calendar and OI&T key themes/messages which were outlined in the Communication Strategy and Communication Plan, the Contractor shall create an estimated five (5) internal campaigns, including campaign plan, graphical elements, articles, and promotional materials. The content and target internal audiences for these campaigns shall vary based upon the Contractor’s recommendations within the Communication Plan, including magnitude of products, creation of new vehicles, or the extent of the planned audience reach.As part of each campaign plan, the Contractor shall develop concepts for content and design, conduct appropriate research, and coordinate and implement campaign activities (to include planning meetings, as well as developing, maintaining, and distributing materials in support of the campaigns). Materials may include branding/logos, posters, presentations, fact sheets, event kits, brochures, event schedules, and other tools to educate and inform the audience. The Contractor shall promote each campaign to maximize target audience participation. Each campaign plan shall include a timeline/schedule that is coordinated with the ITSC Strategy and ITSC Communications Calendar. The Contractor shall evaluate the success of the campaign through performance measures that are consistent with those outlined in the ITSC Communications Strategy. Based on the results of the evaluation and after action analysis, the Contractor shall continuously improve campaign planning and implementation activities. The estimated communication materials the Contractor shall create for OI&T includes:50 Campaign Articles/Products or CIO MessagesMonthly Campaign Impressions/After-Action Reports detailing where communication items were placed, what responses were received, and any follow-on actions that apply. This information shall be included in the Monthly Outcome Report. The Contractor shall develop and maintain a monthly editorial calendar that coincides with the OI&T Communications Calendar and includes a schedule for a minimum of twice-weekly updates to the OI&T blog. The Contractor shall use current publications and communiques from other VA organizations to factor into the analysis, development, and implementation of OI&T’s blog (including the twice-weekly updates) and other communications. The blog posts and any associated web content shall replace an organizational newsletter and shall include relevant and timely content regarding personnel, policies, directives and activities in and around VA that affects or is of interest to VA Government and Contractor personnel.? All content shall be consistent with other information being distributed, including logical promotion and reinforcement of messaging throughout OI&T. The blog layouts shall adhere to brand and grammatical standards. The Contractor shall draft a monthly proposal of content ideas for Government review and approval and begin work on the content following approval.The Contractor shall coordinate and moderate real-time social media engagements with OI&T leadership, VA staff, Veterans, and the general public utilizing social media tools such as Yammer and Twitter. These social media engagements shall include monthly Social Media Question & Answer (Q&A) sessions featuring key OI&T leadership. The Contractor shall coordinate all logistics of the Q&A sessions, provide training to leadership in advance of the Q&A session, and develop materials to prepare leaders for the topics being covered, promote the Q&A session, and follow-up by responding to remaining questions or monitoring for ongoing engagement. During the Q&A, the Contractor shall provide on-site support and moderation to the leadership and via the social media channels. Additionally, the Contractor shall provide updates of OI&T’s social media channels based upon current VA environment. The updates shall include daily posts to OI&T’s social media channels on behalf of OI&T, as well as engaging in community discussion on an ongoing basis, building relationships with key social media users, and identifying ways to further OI&T’s social media presence and reach. Information and analysis regarding these interactions shall be incorporated into the applicable After Action Reports. In coordination with other employee engagement activities as outlined in the Communication Strategy and Communication Plan, the Contractor shall research the results of the latest Federal Employee Viewpoint Survey (FEVS) and the All Employee Survey and develop recommendations for a campaign that capitalizes on employee feedback and ties that information to OI&T initiatives. The Contractor shall make recommendations for both formal communications products that aim to improve upon poor-performing areas in the surveys and ways to bridge gaps between the executive leadership teams and employees throughout OI&T.Deliverables:Campaign PlansEMPLOYEE ENGAGEMENT PRESENTATIONSFor consistent engagement with employees and customers, and in order to tie the VA mission to OI&T execution and transformation, the Contractor shall plan, execute, and provide after-action analysis of Employee Engagement Presentations (such as the CIO Town Hall Series). The Contractor shall develop an Employee Engagement Communications Plan for the conduct of these types of events, many of which will be on-site at VA facilities, and will implement the plan. The estimated number of Employee Engagement events is 24 per year; the Contractor shall travel to provide on-site support for these events (See Section 4.3). All post-event actions shall be included in the Monthly Outcome Report. The Contractor shall plan and execute approximately 24 employee engagement events year. For each of these events, the Contractor shall: Establishing a streamlined Employee Engagement Communications Plan;Analyzing current events in the calendar year, existing CIO travel and speaking engagements, and other environmental factors to determine the most appropriate event destination;Coordinating with the CIO Scheduler team to determine the logistics of each event on the CIO calendar (date, time);Analyzing routes between VA Medical Centers (VAMCs) and Regional Offices (ROs) to construct an on-the-ground travel plan;Coordinating with CIO staff to determine travel logistics, booking, and confirmation;Developing and distributing the invitations, tracking responses, and maintaining a running tally of attendees;Constructing presentation materials and talking points, with appropriate thought to audience requirements (who, what, when, where, why, “what’s in it for me”);Recommending to the ITSC Management Team involvement of the media or local interest group and conducting outreach to coordinate involvement for COR/PM approved groups;Preparing briefing materials for CIO, including a travel book, with hour-to-hour schedule of events and talking points;Recording and transcribing minutes;Logging Q&A from attendees;Tracking follow-on actions to completion, with ongoing status to be provided at daily ITSC Management meetings; Develop and maintain an Employee Engagement Event Operations checklist of standard steps required to plan and execute the event.Deliverables:Employee Engagement Communication Plan STANDARD OI&T BRIEFING DECKSTo prepare presentations, the Contractor shall first assess the Communications Strategy and Communications Plan for key areas of focus. The Contractor shall prepare the Plan for Presentation Development and Implementation, including an outline of the content for each presentation for Government approval. The plan shall include a timeline for completion, coordination activities, and an update schedule, at a minimum.The Contractor shall develop presentations for use as baseline content with all in-depth internal communication. The Contractor shall coordinate with each of the divisions of OI&T, including all levels of management, to ensure current and appropriate information is included. The Contractor shall conduct monthly reviews of the content in each deck to ensure that it remains timely, reliable, and an immediate source of information. The presentations shall be authored according to VA and OI&T brand and grammatical standards. The presentations are: OI&T 101: This presentation is intended to be appropriate for both internal and external audiences. It must provide a high-level overview of the organization, “headline” projects, key areas of focus, and the tie between the VA mission, CIO priorities, and daily OI&T work. CIO Briefing Book: This presentation is intended for executive-level audiences requiring preparation for Secretary of Veterans Affairs (SECVA) or Deputy Secretary of Veteran Affairs (DEPSECVA) presentation, testimony to oversight bodies, or any other in-depth preparation. The presentation shall include top-level and detailed summary information about all key projects and initiatives in the organization in addition to the mission-oriented content in the OI&T101 deck. The Contractor shall assemble points of contact for each topic area and begin assembling the content according to the timeline, providing each topic area for individual review as completed. To facilitate presentation of the material in addition to developing the material itself, the Contractor shall set up, manage, and facilitate “dry run” presentations of the material with OI&T senior leadership and subsequently implement revisions to the materials based upon feedback. These dry runs shall number approximately 12 per year as the presentations shall continuously evolve in conjunction with program initiatives. Archive presentations according to the OI&T Information Management Assessment, Implementation, & Migration Plan detailed in PWS Section 5.3.1 and provide monthly updates. Deliverables: Plan for Presentation Development OI&T 101 PresentationCIO Briefing Book PresentationMONTHLY LEADERSHIP MESSAGING CASCADEThe Contractor shall develop a plan, schedule, content recommendations, and materials to support the Leadership Messaging Cascade. This monthly requirement focuses on consolidating key messages, events and themes for the upcoming month into a concise format as a reference for leaders to use in guiding their staff towards OI&T goal achievement. The Contractor shall provide one core product for OI&T in the form of a presentation or document that highlights the key messages/events/themes for all of OI&T; division-level communications staff will build upon that product to customize information for division leaders and organizations. The Contractor shall refer to the Communications Strategy, Communications Plan, and Messaging Matrix, as well as research current leadership key messages to develop topics for the cascade. Once approved by ITSC Management, the Contractor will distribute the materials to OI&T leadership and coordinate across ITSC components for any other communications vehicles to that will maximize reach to the intended audience. The Contractor’s division-level communications staff (in accordance with Section 5.6) shall monitor leadership’s dissemination of this information to the intended audiences. Once per quarter, the Contractor will develop, conduct, and assess results from surveys designed to measure the effectiveness of this effort; this effort will be captured in a Monthly Leadership Cascade Survey Results and Assessment document. Based on those results and other more informal feedback, the Contractor will continuously refine and improve the plan and content for the Leadership Messaging Cascade.The Contractor shall provide a Monthly Leadership Cascade Plan that includes information on how the Contractor shall implement this requirement, including concept development, research, synchronization with guiding documents and other communications vehicles (ITSC Strategy, ITSC Communications Plan, Messaging Matrix, etc.), and a schedule/timeline for implementation.Deliverables: Monthly Leadership Cascade PlanMonthly Leadership Cascade Survey Results and AssessmentPROJECT MANAGER (PM) CALL MODERATION AND OPERATIONSThe Contractor shall provide support to this weekly, hour-long OI&T call and Microsoft Lync meeting with all project managers and other senior OI&T personnel, which routinely reaches an audience of approximately 500 online participants. In consultation with ITSC Managers, the Contractor shall coordinate all technical and logistical aspects of the meeting to include: virtual meeting space, telephone dial-in, scheduling, ensuring meeting materials are available, sending updates and reminders to presenters, providing any necessary instructions to anyone participating or presenting. The Contractor shall also provide an experienced meeting facilitator to host the call and coordinate weekly agenda topics and material with senior OI&T and VA staff. Facilitation support includes proactive planning for relevant agendas that will maximize the unique opportunity to communicate to hundreds of key OI&T personnel each week and ensure a high-quality and seamless collaboration experience. The Contractor shall continuously monitor PM Call content and assess what presentation topics and/or materials would be beneficial to communicate through other OI&T communications channels, such as blog posts, interviews, features on the intranet, etc.The estimated instances of the PM Call are 50 meetings year. OI&T DIVISION COMMUNICATIONS SUPPORTOI&T is currently transitioning to a structure that includes five new Divisions in addition to traditional divisions of Architecture, Strategy, and Design (ASD), Office of Information Security (OIS) and Service Delivery and Engineering (SDE): Enterprise Program Management Office (EPMO); Account Management; Quality and Compliance; Data Management; and Strategic Sourcing. Communications resources are consolidated at OI&T level under ITSC, but OI&T divisions will require specific communications support for their division-level activities. Selected divisions may require more support than others; historically, EPMO and OIS division communications support has been conducted with at least six full time contract staff each (not including project management). Other divisions may require fewer staff to accomplish the PWS requirements. The Contractor shall ensure the content of communications for both OI&T and VA enterprise-wide initiatives are well-organized and polished. To accomplish this, the Contractor shall assign staff personnel throughout each of the organization’s divisions (Division Communication Specialists) to allow development of subject matter expertise among the team. The Contractor will provide dedicated support to each of the OI&T divisions on a scale that is tailored towards each division’s needs in accordance with this PWS. The Contractor shall assist each division in making recommendations for new or modified communication developments, priorities, and objectives to improve the performance of mission-related programs.Division-level support shall serve as a point of coordination to bridge OI&T-level efforts with those of subordinate organizations, ensuring seamless, consistent, integrated messaging across all communications products, channels, and vehicles at all levels of OI&T. In accordance with the ITSC Strategy and the ITSC Communications Plan, the Contractor will provide a comprehensive Division Level Communications and Engagement Plan for each of the eight (8)OI&T divisions. Each of these Plans shall be updated monthly to capture current events, key messages, and themes from OI&T leadership. Each Plan shall also include strategic key messages for each division based upon the existing environment, division key stakeholders, and recommendations from the Contractor’s analysis of the organization, OI&T, VA, and similar federal/industry entities. Each Plan shall also document key goals, schedules, and timelines for key initiatives/projects of each division, as well as recommendations regarding how that division will continuously ensure key messaging is followed and incorporated into all division-specific products, reports, and documents.For each division, the Contractor shall provide sufficient resources to implement the Division-level Communications and Engagement Plans in a manner that is fully integrated with the ITSC Strategy and ITSC Communications Plan.Deliverables: Division-level Communications and Engagement PlansPRESENTATION DEVELOPMENT & SPEAKING ENGAGEMENTSThe Contractor shall plan, design, and develop materials for formal and informal presentations regarding mission critical projects/programs. The estimated number of formal and informal presentations per division is three per month per division. The Contractor will coordinate with program, product and project Subject-Matter Experts (SMEs) to analyze the content and talking points prepared by the Communications team and produce designs and illustrations that convey highly technical information to a wide range of audiences. The Contractor will produce multiple versions of similar graphics as necessary to better address specific audiences. The Contractor will review, survey, and adjust PowerPoint slides for appropriate templates and branding, as well as identify slides that will be used frequently and require regular updates, and update those slides as required. For speaking engagements (estimated at four per month), the Contractor shall coordinate with the Speaking Engagements POC for the appropriate operational support to each specific event and take the necessary steps as outlined in the Speaking Engagements checklist.AD HOC COMMUNICATIONS SUPPORTIn addition to regularly scheduled communications activities and campaigns, divisions often require rapid-response communications and ad hoc campaigns to address division-specific issues that arise and requests from VA leadership. The Contractor shall provide executive communication support to OI&T division leadership for rapid-response communications on priority matters such as: employee messages (e.g., organizational changes, holiday messages, motivational messages, employee recognition), presentations, speeches, talking points, executive memoranda, and support for Congressional and Federal partner communications. These activities may include requests for research, white papers, executive memoranda, and other informational documentation. In addition, the Contractor shall manage communications to any Division-level Communications E-Mail Box, providing rapid-response communications support, conference support, or other unplanned communications product development and support. Estimated number of executive communication ad hoc requests is 10 per month, per division. The scope may vary from a one page message up to a briefing deck for external stakeholders.EXTERNAL INFORMATION REQUESTSThe Contractor shall coordinate and develop Information Request Responses to include presentations, talking points, web content and other written materials to respond to information requests (estimated at 10 per month per division). Support required for external information requests shall include review of technical and management documents to identify data relevant to the information request, compilation of relevant information into logical and concise formats, and analysis of this compiled data to identify trends and data points as necessary to the information requests. The Contractor shall create point papers, detailed reports, data tables, graphs, and graphical depictions of complex technical, management and statistical data. This shall include creation of complex graphics and integration of these depictions into both narrative and briefing formats.The Contractor shall be prepared to provide a monitored online system for the Division-level Communications team to receive information requests for screening and approval and to track their status. The Contractor shall deliver these Information Request Responses to appropriate OI&T leadership at least two business days prior to the official due date for review and approval.CREATE COMMUNIQUESThe Division Communication Specialists shall be the specific point person for the development of communiques related to their assigned area. The communiques shall be well integrated with OI&T objectives while supporting division-specific topics. These communiqués average thirty (30) communiqués each month for the OI&T divisions per year.The Contractor shall: Provide and maintain a list of potential concepts, topics, and/or themes for communiqués for final selection by OI&T Communications Management. Organize and develop content according to current organizational needs and provide content to Government in final format. Monitor current organizational events and ensure that communiqués contain accurate, timely information regarding OI&T programs, projects, and general information presented in a manner of interest to OI&T Government and contract personnel. Provide a monthly report of the communiqués developed, audience, distribution mechanism, and any feedback received from staff. This information shall be submitted as part of the Monthly Outcome Report.DIVISION-LEVEL SPECIAL EVENTSDivisions may coordinate special events approximately two times annually (per division) based on organizational needs. The Contractor shall provide coordination and logistical support to these events in addition to communications support. The events will be hosted locally in the Washington, DC metro area and/or via conference call/Lync session (or similar conference call capability). To help plan and execute the semi-annual Speakers Series, the Contractor shall manage all event logistics and promotions. This includes coordination with VA’s Media Services audio/visual team, VACO Building Services, and the Office of Public and Intergovernmental Affairs (OPIA). The Contractor shall coordinate the scheduling and securing of all speakers, including industry experts and VA leadership. In the past, speaker panels have included up to three individuals who can speak authoritatively on selected topics. The Contractor shall maintain and provide the speaker’s schedules, to include support for industry speaking engagements that would include speaker biographies, presentations and abstract development. The Contractor shall also develop primarily electronic promotional materials, which includes brief one-paragraph Hey VA! posts, OI&T blog posts, e-mail to OI&T staff, e-mail to division staff as well as print and provide small 8 ? x 11 posters that can be affixed to walls and corkboards in VA facility hallways to publicize the event across VA and ensure widespread attendance. Promotional materials are broadcasted one month prior, one week prior, and on the day of the event. This includes maintaining the Speakers Series website on the appropriate intranet portal. The Contractor shall track participant feedback and provide attendance metrics. Historically, there have been 60 to 100 attendees in person and 400 to 700 attendees on the phone. The Contractor shall determine the best communications platforms from which to host these events (e.g., are in-person events viable, or should VA lean toward hosting virtual events and leverage existing technology and communications platforms to maximize VA employee participation?). The Contractor shall provide no more than two actionable options from which to host the speaker series engagements for OI&T leadership to select from. These shall be presented no less than 90 days before the scheduled event. The dates will be provided to the Contractor within the first 90 days of TO execution.DIVISION-LEVEL CAMPAIGNSOI&T divisions host Division Level campaigns in support of their organizational goals (estimated total across the divisions is 30-32 major campaigns and 75 minor campaigns). Major and minor campaigns are defined in Section 5.2.3. The Contractor shall review the existing environment and documentation, create comprehensive campaign plans (including respective schedules, which are coordinated with the ITSC Strategy and ITSC Communications Calendar). The Contractor shall coordinate and implement campaign activities, to include planning meetings, as well as develop, maintain, and distribute materials in support of the campaigns. Materials may include branding/logos, posters, presentations, fact sheets, event kits, brochures, event schedules, and other tools to educate and inform the audience. The Contractor shall promote each campaign to maximize target audience participation. The Contractor shall evaluate the success of the campaign through performance measures that are consistent with those outlined in the ITSC Communications Strategy. Based on the results of the evaluation and after action analysis, the Contractor shall continuously improve campaign planning and implementation activities.The Contractor shall be prepared to provide rapid response/ad hoc support for unplanned campaigns deemed necessary by OI&T leadership in response to unforeseen events. Any ad hoc campaigns will supersede a planned campaign if approved by the VA PM.OI&T WEB AND SHAREPOINT PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE The Contractor shall provide expertise and guidance with the planning, design, development, and maintenance of the OI&T intranet portal, including top level and second tier pages of each OI&T division, as well as OI&T’s external internet presence. As representation of the CIO of the second largest Federal Department, the OI&T web presence must be of the highest quality design and development. As an organization currently undergoing a major transformation, the planning, design and development must be engaging, dynamic, compelling, and encourage repeat visits. OI&T WEB PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE The Contractor shall coordinate with portal managers to maintain the top-level and second tier OI&T intranet sites and OI&T internet sites to enhance overall customer experience, maximize reach, and improve utility. The Contractor shall provide high quality, highly polished web planning and design capabilities to support the goals and objectives of the IT Enterprise Strategy, OI&T Communications Strategy, OI&T Communications Plan, and OI&T Division Engagement and Communications Plans. The Contractor will conduct an audit and assessment of the current OI&T web presence (internal and external); using recommendations from that assessment and input from ITSC Managers, the Contractor will develop a thorough OI&T Web Design and Implementation Plan that supports the ITSC Strategy and appropriate communications plans. The Contractor will provide rapid response capabilities to provide high quality design and development of new pages and features to meet OI&T leadership needs while incorporating those rapid response efforts into a cohesive overall web presence on both the internally- and externally-facing sites.The Contractor shall suggest and create new communications mechanisms as well as provide recommendations for maximizing existing web-based channels and provide a plan for integrating OI&T’s social media presence with its web presence. The Contractor shall implement Government-approved recommendations.Contractor’s efforts shall include: Designing a comprehensive, highly polished and dynamic web presence for OI&T top level and second-tier pages (estimated at 50 top level and 150 second tier pages).Planning, designing, developing, and implementing an OI&T internet and intranet presence that facilitates highlighting OI&T “good news” stories in the media, as well as housing key tools for responding to media requests (“media kit”). Recommending improvements to existing website pages to more broadly and effectively appeal to targeted audiences and stakeholders and improve customer usability experiences.Developing and maintaining current written web site content.Researching current trends to identify creative web-based internet programs (e.g., blogs, podcast, video casts and other multimedia and social media tools).The Contractor shall obtain input on content and design requirements from stakeholders identified by the government to maintain and improve OI&T’s intranet as a dynamic, customer-oriented portal with continuous updates to content that reflect current key messages and themes. The Contractor shall also re-launch the OI&T public-facing website, including the planning, design, development, and implementation efforts therein. The Contractor shall ensure that OI&T’s public-facing website is maintained according to VA requirements and content is updated on a monthly basis. Whenever possible, content on the OI&T website and intranet shall reflect the IT Enterprise Strategy and OI&T blog, and vice versa. The Contractor shall: Conduct web assessments, provide recommendations to OI&T and document and provide the results in the Web Assessment Recommendations Report.Evaluate program requirements and existing OI&T websites and obtain input on content and design requirements from stakeholders identified by the government determine website stakeholders, audience, and content requirements. Document requirements and develop a plan for content authorship to be incorporated and provide this information in the OI&T Web Implementation Plan.Execute a Web Implementation Plan and schedule including the need for new OI&T intranet or web pages.?This plan will include recommendations for monthly updates. Provide complete web content for OI&T web pages written in accordance with VA and OI&T style for grammar, accessibility, and security. Develop new content in accordance with emerging program priorities and news. Maintain top-level OI&T intranet site and external web page, to include approximately 30 pages at OI&T level and 50 pages across the divisions. Ensure content is up-to-date, dead links are eliminated, and design templates are followed appropriately.Develop and maintain a website to house OI&T’s speakers’ notes, tools, and templates.Develop and implement potential Special High-Interest Web Projects as identified by OI&T senior leadership. IAW the OI&T Web Implementation Plan, the Contractor shall develop three (3) special interest web projects consisting of four (4) web pages each. Update/Modify web content and products as required to maintain proper functioning as web infrastructure upgrades/patches are applied.Maintain OI&T website content to be consistent with the OI&T brand.Deliverables:A. Web Assessment Recommendations ReportB. OI&T Web Implementation PlanC. Special High Interest Web ProjectsOI&T SHAREPOINT PLANNING, DESIGN, DEVELOPMENT, & MAINTENANCE For SharePoint support, the Contractor shall assess the current internal SharePoint 2010 intranet site presence of the IT Strategic Communications office to determine areas in which the web presence and content can be modified or expanded. The current SharePoint 2010 website consists of one primary tier and eight division sub-tiers that include both narrative and graphical content. Utilizing the Government’s SharePoint environments and tools, the Contractor shall:Assess and identify requirements for web presence.Develop, implement, and maintain the ITSC SharePoint Web Plan. The ITSC SharePoint Web Plan at a minimum includes proposed topics, content areas, layout, website features, and design attributes. SharePoint Website development and production shall be done within the Microsoft Office SharePoint Server environment. The SharePoint Website development and production shall encompass use of Microsoft Access, MS InfoPath, SQL, and Adobe Acrobat forms. Address, at a minimum, the following ITSC SharePoint Web Plan functional requirements: ITSC policy, documentation archive, and library (see also Section 5.3.1). Providing an organized architecture enables easy search/ retrieval of policies, and strategic documents originating within ITSC. This is to include search/retrieval of links to policies, and strategic documents originating outside ITSC.ITSC Functional SharePoint portals (currently planned for Strategy, Operations, Internal Communications, and External Communications, as well as for Executive Communications), including identification, development, and implementation of key components for each portal to support each respective function; methodology for organization, retrieval of products related to respective functions and activities; and a complete synchronization with all existing ITSC archives.Procedures and business rules for requesting changes to the SharePoint architecture.Deliverable:A. ITSC SharePoint Web PlanASSESSMENT AND EVALUATION SUPPORTThe Contractor shall, formulate a wholly quantitative approach to communications, focusing on measurable impacts of each program and product. To accomplish this, the Contractor shall develop and provide an Evaluation Plan that includes a schedule, proposed Service Level Agreements (SLAs), metrics, and an assessment approach to evaluate the success of the IT Strategic Communications Program. Each communications channel initiative outlined in this PWS shall have an associated measure or measures of success. The evaluation approach and metrics shall result in a quantitative review, with metrics tailored to monitor whether the communications materials and other communication venues are achieving Communication Strategy and Communication Plan goals and objectives, improving the target audience knowledge base, and increasing positive outreach. The plan shall also ensure that OI&T’s web presence is continuously assessed for effectiveness. Upon Government approval of the Evaluation Plan, the Contractor shall execute the evaluation and quantitative assessment of the communication program to determine if the program has achieved high-impact and cost-effective outreach. Whenever possible, the Contractor shall illustrate metrics and measures using visual media and graphical representation and provide a comparison of OI&T’s measures to industry or government. The Contractor shall ensure that each campaign plan and electronic product/vehicle incorporates methods for quantitative assessment of success. At minimum, the Contractor shall provide a Web Products Traffic Analysis Report of all web products’ traffic including detailed OI&T blog statistics with drivers of increased traffic associated with increases. The Contractor shall also provide a Message Saturation and Media Coverage Report documenting quarterly checks of key message saturation and media coverage. The two reports shall include detailed analysis – not figures alone, but analysis that illustrates what is causing and affecting the readership. The Contractor shall provide ongoing support to OI&T to ensure continuous assessment of existing communications vehicles and themes, and provide a reliable outlet to make recommendations for improvement. The Contractor shall draft an Evaluation Report with Implementation Plan that includes communication improvements and recommendations to be included in the next version of the Communications Plan, to include an implementation plan outlining how to execute the Government approved recommendations.Deliverables:Evaluation PlanWeb Products Traffic Analysis Report Message Saturation and Media Coverage ReportEvaluation Reports with Implementation PlanCOMMUNICATIONS OPERATIONAL SUPPORTThe Contractor shall provide support to ITSC Management in managing the daily operations of a large-scale strategic communications organization that directly reports to the CIO. This support includes strategic analysis, project management, change management support, and communications expertise in addition to operational tasks. All tasks are to be performed at a senior-executive support level. For business process and change management, Contractor will account for the fact that ITSC is a new organization and has little existing architecture and process/procedural documentation currently in place. The Contractor shall provide support to assess, establish, document, and implement necessary operational processes and procedures across ITSC operations.BUSINESS OPERATIONS SUPPORTThe Contractor shall work directly with ITSC Managers to ensure timely and proactive completion of all ITSC activities, coordinating amongst contract and Government team members to ensure the ITSC Operations Lead has the information necessary to oversee all operational components of ITSC activities. Contractor support in this area includes: coordinating complex activities amongst ITSC team members and OI&T stakeholders; conducting ITSC needs assessments; executive-level writing and presentation/document development; proactively tracking multiple ITSC deadlines and ensuring timely completion; advising ITSC Management on priorities, processes, and procedures; and completing special projects (sometimes under rapid response circumstances and that will be for executive-level audiences). The Contractor shall provide key support to operational activities including:Coordinating multiple ITSC activities to help ensure timely completion by prescribed deadlines;Advising on workload distribution amongst contract team to achieve maximum results with available resources and according to established workflows/job specialization;Prioritizing tasks based on current operational tempo and ITSC Managers’ guidance;Establishing and implementing quality control mechanisms and procedures for ITSC activities and products;Developing and documenting Standard Operating Procedures (SOPs), business rules, and organizational processes for all regular ITSC operations, to include coordinating with appropriate staff for understanding of roles and responsibilities and ensuring continuity with other CIO support teams and organizations. Identify areas within ITSC SOPs that may be automated or streamlined for more effective administrative support to each ITSC team; upon approval by ITSC Managers, develop process solutions for automation.Assist in advising and coordinating with ITSC team members on proper implementation of ITSC processes and procedures once approved;Advising on change management and continuous improvement for ITSC operations;Assists in identifying effective solutions to complex business problems, to include coordinating group efforts and consolidating findings into a proposal with recommendations.Identifying ITSC accomplishments and ensuring they are captured in an “outcomes tracking” tool that can generate weekly and monthly reports upon request;Developing quantitative and qualitative tracking of communications accomplishments and presenting in a professional and engaging format; coordinate the effort with Communications Portfolio;Developing and implementing an action tracking database on SharePoint or similar tool for ITSC deadlines and milestones – communications, operational, and programmatic. Performing action tracking in coordination with appropriate ITSC staff to ensure timely and proactive completion of all ITSC tasks and activities; coordinate the effort with that of the Outcome Tracking.Gather requirements for reporting services from the action tracking or other databases; coordinate with appropriate SharePoint Production Team staff to develop and maintain necessary reports to graphically depict ITSC activities and metrics.Coordinate with appropriate staff to develop and maintain a master ITSC calendar that depicts current and future events, campaigns, significant deadlines, etc. Keep it updated for use as the Team Calendar – the authoritative source for current dates and time for ITSC activities.SCHEDULE MANAGEMENT SUPPORTThe Contractor shall develop and maintain an Integrated Master Schedule (IMS) that depicts all of the deadlines and requirements in ITSC Management. The IMS shall be VA PM concurred. This IMS shall be separate, but coordinated with the OI&T Communications Calendar, which focuses more on timing of editorial content and themes, and include the lead up and follow-on activities of all deadlines in the ITSC Program, responsible points of contact, and any other relevant information. The Contractor shall provide integrated schedule management to create, maintain, analyze, and report integrated schedules, as defined below:The IMS shall identify and include all applicable milestones for identifying and documenting discrete events necessary to complete the program/project, definition of relationship (dependency) between and among these events, determination of the expected duration of each event, resources required for each, and creation of a schedule that depicts this information as a logical cohesive whole. The Contractor shall ensure an initial draft schedule is in place, using MS Project, Primavera (or compatible), within ten (10) working days of the project start and that a fully baseline schedule is in place within 30 calendar days of receiving baselined requirements. The Contractor shall enter information and maintain the tool, during core hours (8 AM – 5 PM Eastern time zone), generating schedule reports weekly that depict upcoming milestones and identify conflicts. The Contractor shall obtain data from various VA staff, contractor participants, and from established OI&T Communications meetings. Deliverable:Integrated Master ScheduleSTRATEGIC AND MANAGEMENT ANALYSISThe Contractor shall review messaging, contentious issues, fiscal priorities, or program/project/schedule challenges covering OI&T’s divisions and other high interest areas across OI&T’s pillars. The Contractor shall perform this review and provide recommendations to increase the quantitative focus of the ITSC effort and help ensure that the program utilizes data-driven communications strategies. The Contractor shall conduct research into various aspects of strategies and alternatives being proposed by OI&T project management, providing summaries of findings. Where applicable, the Contractor shall identify and apply a variety of process analysis approaches to determine the impact of complex issues, such as the use of Agile development and its benefit to the VA IT environment. When alternative strategies and approaches are required, the Contractor shall provide a composite list of all alternatives considered, and a detailed summary of cost, schedule, and performance risks and benefits of each. This information shall be compiled and provided to the VA PM/COR in the Strategic Analysis Report. Following Government approval of selected strategies in the report, the Contractor shall document, route for approval, and disseminate outcomes.The Contractor shall provide input in the following areas:Developing ITSC mission and vision statements, subsequent goal delineation.Providing support in building operational plans for key ITSC projects as well as OI&T’s development, security, architecture, and other programs, estimated at 12 projects, and specifying measurable outcomes, to include capital outlay planning efforts in a consolidated strategic planning process, which assists the ITSC Management team in prioritizing project initiatives, setting messaging priorities, or making decisions.Conducting complex management studies and reviews including analysis of organizational structures, staff distribution, policy, processes, operations, fiscal control and economy, estimated at approximately 12 reviews per fiscal year.Analyzing OI&T’s divisions to determine whether the communications and management methodologies currently in use efficiently accomplish the objectives sought and whether they provide controls necessary for sound management.Reviewing requests (estimated at 5-7 per month) for information received from senior leadership, to present status or decision criteria at formal and informal meetings. In support of this requirement, the Contractor shall:Gather data, conduct research, and create draft responses to these requests. This data may include technical, geographical, business, requirements, financial, schedule, or strategic data or concepts.Extract data from standard VA systems, listed in the Technical Reference Model, compile graphic representations, charts, statistical and financial tables, and narratives into reports for distribution to OI&T executives or VA senior leaders. This information must be approved by VA prior to release.For all requests and responses, ensure records are retained in the corresponding SharePoint archive, whether written or oral.Deliverable:Strategic Analysis ReportDAILY PROGRAMMATIC MEETING AND ITSC ADMINISTRATIVE SUPPORTThe Contractor shall coordinate all aspects of meeting support for six senior/executive-level government employees, as described below, estimated to be approximately a total of 15 meetings per week, lasting approximately one hour each. The Contractor shall provide daily administrative support to six senior/executive-level Government employees. The Contractor’s administrative support will include:Manage and coordinate the calendars of the senior/executive-level Government employees, to include collaboration with necessary points of contact in the OI&T Front Office, Office of Public and Intergovernmental Affairs (OPIA), Office of Congressional and Legislative Affairs (OCLA), and any other relevant internal or external parties. Provide necessary materials, such as read-ahead packets, and coordinate logistics as needed to properly support executive-level meetings with approximately ten attendees.Capture meeting minutes for an estimated two (2) meetings per day. All meeting minutes and other written products must be provided within two (2) business days and suitable for executive-level review (free of grammatical errors, appropriate tone and voice, accurate content, specific action items and assignments to correct personnel).Develop agendas, slides, charts, reports, monitoring of action item status, and produce in both hard copy/ electronic format, as specified by Government.Provide the senior/executive-level Government employees with a weekly “look-ahead” the morning of the first work day of the week that consists of all upcoming meetings, events, deadlines, and other notable activities for the week.Assist the senior/executive-level Government employees to manage priorities in accordance with upcoming deadlines and events; manage a system of read ahead/daily folders with important documents for review in order of priority; coordinate with appropriate staff to ensure all materials needed for review is available in a timely fashion.Coordinate and set up logistics for meetings for the senior/executive-level Government employees (virtual/online meetings and/or in person attendees).Ensure that the senior/executive-level Government employees have final review and approval of respective communications and reports, including printed materials, multi-media, verbal and written communication, social media, and formal executive correspondence prior to submission or publication internally or externally. Facilitate that approval, on a daily basis, for all products named within this PWS, as well as ad hoc products and reports, estimated at 40 per month per period of performance for the ITSC Director and 25 per month for other 5 senior/executive-level Government employees supported staff. Facilitate coordination and review of documents that require internal and external review, to include consolidating review feedback and summarizing feedback to the respective management team members. These reviews typically number 10 per month per senior/executive-level Government employee.Process Government Furnished Equipment (GFE) requests, process space requests made by ITSC staff by coordinating with OI&T space managers, corresponding with requestors to confirm requirements, and resolve any issues. Upon approval from the VA OI&T GFE and Space Manager, the Contractor shall finalize GFE requests for the ITSC team (estimated at a maximum of 10 Government laptops). This shall be done by preparing forms such as VA Property Passes (VA Form 0887) for VACO-issued equipment, identifying, and reporting process gaps leading to unfulfilled device issuance, and reconciling inventory. For equipment issued by local VA facilities, the Contractor shall coordinate with the appropriate local VA staff to ensure fulfillment of the GFE request and related requirements.OI&T MEETING FACILITATION AND SUPPORTThe Contractor shall plan, coordinate, and facilitate both formal and informal program/ project meetings, reviews, strategy sessions, and “white-boarding,” collaboration sessions for OI&T leadership (currently known as “SES Operations Reviews” and/or “Every Other Month Executive Development Workshops”). This shall include meeting preparation to include development of agenda and research on key topics, meeting logistics, meeting management documentation of meeting proceedings, and documentation of outcomes. These meetings shall be conducted virtually and in person. This task and associated deliverables are distinct from day-to-day executive/administrative support and meeting coverage as outlined in Section 5.9.4.OI&T leadership requires a team approach which ensures that lessons learned from facilitating/supporting any meeting are quickly and effectively transferred to all succeeding events. Approximately 18 IT program/project meetings shall take place per year, of which some meetings may require travel outside of the Washington, DC area; travel location will be based on OI&T leadership direction (number of meetings requiring travel and potential locations are detailed in Section 4.3). The Contractor shall coordinate all logistical facets of each meeting and maximize the use of the Government conference room and electronic media.The Contractor shall coordinate with OI&T and program/project leadership to determine support requirements for each of these IT program/project meetings. The Contractor shall develop strategic analyses to support establishment of meeting goals, construct an appropriate agenda to address strategic goals of the meeting, and assist in logistical planning for the meetings. Logistical planning support shall include identification and invitation of attendees, identification, and reservation of rooms. Logistical planning support shall also include identification and invitation in the reservation of required technology support to include conference call lines, web-based meeting/document sharing tools, projectors, and any other requirements to facilitate effective virtual meetings. The Contractor shall also attend and participate in these meetings and provide required on-site logistical support. The Contractor’s logistical support of these meetings shall include tracking attendance, discussion topics, action items, and work products. The Contractor shall also provide both technical/functional support, which includes expertise to assist attendees in understanding complex aspects of agenda items and assistance to VA principals in reaching consensus.The Contractor shall compile and provide one IT Program Meeting Report for each of the 18 meetings. The IT Program Meeting Report shall be defined in a single, accurate and comprehensive publication. The IT Program Meetings Report shall include agenda, list of attendees, meeting minutes, copy of any handouts or briefings used during the meeting, copy of all work items created on flip charts or other means during the meeting, action items with due dates, and identification of respective Action Officer.Deliverable:IT Program Meeting ReportTEST AND VERIFICATION The Contractor shall develop a Test Plan, perform testing, and report testing results and verification of all developed or modified web pages, tools, database management systems, and applications (including all web and web tool implementation, podcasting, newsletter, executive database, executive application) in the performance of this TO. The Contractor shall provide a Test Plan prior to each test event as well as a Test Report after each testing event.The Contractor shall:1. Resolve accessibility, browser issues, and invalid links.2. Ensure that the new or modified web pages shall perform without errors or failures with current or existing VA applications.3. As part of Test Plan develop and deliver all test scripts and test scenarios for Government approval prior to start of test. 4. Provide Test Report to the VA representative prior to VA acceptance testing. 5. Support VA acceptance testing.OPTION PERIOD If Option Periods are exercised by VA, all tasks in Sections 5.1 through 5.10, including all subsections with the exception of 5.7.1, shall apply. In continuation of the tasks 5.7.1, during the option period the Contractor shall gather content and data to determine requirements for an ITSC SharePoint Site Refresh. The requirements shall be documented in the ITSC SharePoint Site Refresh Requirements. Upon Government acceptance of the requirements, the Contractor shall implement the redesign and provide a demonstration. Upon Government approval of the demonstration, the Contractor shall release the ITSC SharePoint Site Refresh.The Contractor shall maintain ITSC SharePoint site content, ensure currency of content, conduct monthly quality reviews, and address Government feedback.The Contractor shall establish a process by which website content topics are identified, approved, and content drafted. It is estimated that the ITSC SharePoint site will require update and/or posting of new information monthly.Deliverables: ITSC SharePoint Site Refresh Requirements ITSC SharePoint Site Refresh TRANSITION OUT SERVICES/TRANSITION PLAN (OPTIONAL TASK)If the Optional Task is exercised by VA, the Contractor shall conduct analysis of standard operating procedures performed under this TO, and develop a Transition Plan that shall successfully transition the provision of services from the Contractor to VA. The Contractor shall:1. Minimize transition impact to the user community.2. Maintain existing service quality, and performance levels.3. Ensure a transparent and seamless transition.4. Maintain support, and meet delivery milestones of ongoing projects.The Contractor shall develop, implement detailed transition strategies, and processes needed to enable an efficient transfer of ITSC services without disruption. The Contractor shall capture these transition strategies, and processes in the Transition Plan. The Contractor shall implement and manage the activities necessary to transition service with no breaks in current service levels. The Contractor shall ensure that no delays in support for new and ongoing projects occur. The transition of this TO’s operational capabilities shall be completed within 30 days before the end of the Task Order period of performance.The Contractor shall manage its staff and resources in a quick/efficient manner to meet transition requirements, schedules, and milestones, in accordance with the Transition Plan.The Contractor shall perform analyses needed to transition the contract services, including a review of current GFE/GFI levels, to ensure that all required systems, data, information, domain knowledge, documentation, and other relevant items are identified and transferred.The Contractor shall ensure that all necessary personnel actions, appropriate training, and domain knowledge transfer are accomplished. The Contractor shall also consider, and address non-personnel issues, such as materials, supplies, equipment, facilities, sub-contracts, leases, environmental issues, safety and security, etc.Deliverable:Transition PlanGENERAL REQUIREMENTSENTERPRISE AND IT FRAMEWORKThe Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (One-VA TRM). One-VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. One-VA TRM includes the Standards Profile and Product List that collectively serves as a VA technology roadmap. Architecture, Strategy, and Design (ASD) has overall responsibility for the One-VA TRM.The Contractor shall ensure Commercial Off-The-Shelf (COTS) product(s), software configuration and customization, and/or new software are PIV-enabled by accepting HSPD-12 PIV credentials using VA Enterprise Technical Architecture (ETA), , and VA Identity and Access Management (IAM) approved enterprise design and integration patterns, . ?The Contractor shall ensure all Contractor delivered applications and systems are compliant with VA Identity Management Policy (VAIQ# 7011145), Continued Implementation of Homeland Security Presidential Directive 12 (VAIQ#7100147), and VA IAM enterprise identity management requirements (IAM Identity Management Business Requirements Guidance document), located at .? The Contractor shall ensure all Contractor delivered applications and systems provide user authentication services compliant with NIST Special Publication 800-63, VA Handbook 6500 Appendix F, “VA System Security Controls”, and VA IAM enterprise requirements for direct, assertion based authentication, and/or trust based authentication, as determined by the design and integration patterns.? Direct authentication at a minimum must include Public Key Infrastructure (PKI) based authentication supportive of Personal Identity Verification (PIV) and/or Common Access Card (CAC), as determined by the business need.? Assertion based authentication must include a SAML implementation. Additional assertion implementations, besides the required SAML assertion, may be provided as long as they are compliant with NIST 800-63 guidelines. Trust based authentication must include authentication/account binding based on trusted HTTP headers.? The Contractor solution shall conform to the specific Identity and Access Management PIV requirements are set forth in OMB Memoranda M-04-04 (), M-05-24 (), M-11-11 (), National Institute of Standards and Technology (NIST) Federal Information Processing Standard (FIPS) 201-2,?and supporting NIST Special Publications.The Contractor solution shall support the latest Internet Protocol Version 6 (IPv6) based upon the directive issued by the Office of Management and Budget (OMB) on September 28, 2010 () & (). IPv6 technology, in accordance with the USGv6: A Technical Infrastructure for USGv6 Adoption () and the NIST SP 800 series applicable compliance (), shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 users, including all internal infrastructure and applications shall communicate using native IPv6 operations. Guidance and support of improved methodologies which ensure interoperability with legacy protocol and services, in addition to OMB/VA memoranda, can be found at Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M08-05 mandating Trusted Internet Connections (TIC) (), M08-23 mandating Domain Name System Security (NSSEC) (), and shall comply with the Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0 Contractor IT end user solution that is developed for use on standard VA computers shall be compatible with and be supported on the standard VA operating system, currently Windows 7 (64bit), Internet Explorer 11 and Microsoft Office 2010. In preparation for the future VA standard configuration update, end user solutions shall also be compatible with Office 2013 and Windows 8.1. However, Office 2013 and Windows 8.1 are not the VA standard yet and are currently not approved for use on the VA Network, but are in-process for future approval by OI&T. Upon the release approval of Office 2013 and Windows 8.1 individually as the VA standard, Office 2013 and Windows 8.1 will supersede Office 2010 and Windows 7 respectively. Applications delivered to the VA and intended to be deployed to Windows 7 workstations shall be delivered as a signed .msi package and updates shall be delivered in signed .msp file formats for easy deployment using System Center Configuration Manager (SCCM) VA’s current desktop application deployment tool. Signing of the software code shall be through a vendor provided certificate that is trusted by the VA using a code signing authority such as Verizon/Cybertrust or Symantec/VeriSign. The Contractor shall also ensure and certify that their solution functions as expected when used from a standard VA computer, with non-admin, standard user rights that have been configured using the United States Government Configuration Baseline (USGCB) specific to the particular client operating system being used.The Contractor shall support VA efforts in accordance with the Project Management Accountability System (PMAS) that mandates all new VA IT projects/programs use an incremental development approach, requiring frequent delivery milestones that deliver new capabilities for business sponsors to test and accept functionality. Implemented by the Assistant Secretary for IT, PMAS is a VA-wide initiative to better empower the OI&T Project Managers and teams to meet their mission: delivering world-class IT products that meet business needs on time and within budget.The Contractor shall utilize ProPath, the OI&T-wide process management tool that assists in the execution of an IT project (including adherence to PMAS standards). It is a one-stop shop providing critical links to the formal approved processes, artifacts, and templates to assist project teams in facilitating their PMAS-compliant work. ProPath is used to build schedules to meet project requirements, regardless of the development methodology employed. SECURITY AND PRIVACY REQUIREMENTSPOSITION/TASK RISK DESIGNATION LEVEL(S)Position SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Suitability and Security Program,” Appendix A)Low / Tier 1Tier 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 2Tier 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 TaskTask NumberTier1 / Low / NACITier 2 / Moderate / MBITier 4 / High / BI5.1 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.2 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.3 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.4 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.5 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.6 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.7 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.8 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.9 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.10 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.11 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 5.12 FORMCHECKBOX FORMCHECKBOX FORMCHECKBOX 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.CONTRACTOR PERSONNEL SECURITY REQUIREMENTSContractor 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 6.2 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 0710DVA Memorandum – Electronic FingerprintsThe 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.Deliverable:Contractor Staff RosterMETHOD AND DISTRIBUTION OF DELIVERABLESThe Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF). PERFORMANCE METRICSThe table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.Performance ObjectivePerformance StandardAcceptable Performance LevelsTechnical NeedsDemonstrates understanding of requirementsEfficient and effective in meeting requirements Meets technical needs and mission requirementsOffers quality services/productsSatisfactory or higherProject Milestones and ScheduleEstablished milestones and project dates are metProducts completed, reviewed, delivered in timely mannerNotifies customer in advance of potential problemsSatisfactory or higherProject StaffingCurrency of expertisePersonnel possess necessary knowledge, skills and abilities to perform tasksSatisfactory or higherValue AddedProvided valuable service to GovernmentServices/products delivered were of desired qualitySatisfactory or higherThe Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A Performance Based Service Assessment Survey will be used in combination with the QASP to assist the Government in determining acceptable performance levels. FACILITY/RESOURCE PROVISIONS The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required in order to accomplish the Tasks associated with this PWS. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.VA may provide remote access to VA specific systems/network in accordance with VA Handbook 6500, which requires the use of a VA approved method to connect external equipment/systems to VA’s network. Citrix Access Gateway (CAG) is the current and only VA approved method for remote access users when using or manipulating VA information for official VA Business. VA permits CAG remote access through approved Personally Owned Equipment (POE) and Other Equipment (OE) provided the equipment meets all applicable 6500 Handbook requirements for POE/OE. All of the security controls required for Government furnished equipment (GFE) must be utilized in approved POE or OE. The Contractor shall provide proof to the COR for review and approval that their POE or OE meets the VA Handbook 6500 requirements and VA Handbook 6500.6 Appendix C, herein incorporated as Addendum B, before use. CAG authorized users shall not be permitted to copy, print or save any VA information accessed via CAG at any time. VA prohibits remote access to VA’s network from non-North Atlantic Treaty Organization (NATO) countries. The exception to this are countries where VA has approved operations established (e.g. Philippines and South Korea). Exceptions are determined by the COR in coordination with the Information Security Officer (ISO) and Privacy Officer (PO).This remote access may provide access to VA specific software such as Veterans Health Information System and Technology Architecture (VistA), ClearQuest, ProPath, Primavera, and Remedy, including appropriate seat management and user licenses, depending upon the level of access granted. The Contractor shall utilize government-provided software development and test accounts, document and requirements repositories, etc. as required for the development, storage, maintenance and delivery of products within the scope of this effort.? The Contractor shall not transmit, store or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with VA Handbook 6500, local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS. The Contractor shall ensure all work is performed in countries deemed not to pose a significant security risk. For detailed Security and Privacy Requirements (additional requirements of the contract consolidated into an addendum for easy reference) refer to REF _Ref252783628 \h \* MERGEFORMAT ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED and ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY ERNMENT FURNISHED PROPERTYVA will provide office space as specified in Section 4.2 Place of Performance; laptops on a case-by-case basis, as needed; and developer software, as needed, to accomplish the tasks associated with this PWS.? ?All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.? VA will provide access to VA specific systems/network as required for execution of the task via a site-to-site VPN or other technology, including VA specific software such as Veterans Health Information System and Technology Architecture (VistA), ClearQuest, ProPath, Primavera, and Remedy, including appropriate seat management and user licenses.? The Contractor shall utilize government-provided software development and test accounts, document and requirements repositories, etc. as required for the development, storage, maintenance and delivery of products within the scope of this effort.? The Contractor shall not transmit, store or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall in accordance with (IAW) VA Handbook 6500.6 dated March 12, 2010.?? VA will provide a maximum of 10 Government issued laptops should it be proven that the remote access solutions will not meet the need of the PWS.All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS.? For detailed Security and Privacy Requirements refer to ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE.SHIPMENT OF HARDWARE OR EQUIPMENTInspection: DestinationAcceptance: DestinationFree on Board (FOB): DestinationShip To and Mark For:PrimaryAlternateName:Name:Address:Address:Voice:Voice:Email:Email:Special Shipping Instructions:Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements.? Contractor shall not make any changes to the delivery schedule at the request of Site POC.Contractors shall coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space.All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists.? In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.Packing Slips/Labels and Lists shall also include the following:IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449))Project Description: (e.g. Tier I Lifecycle Refresh)Total number of Containers:? Package ___ of ___.? (e.g., Package 1 of 3)ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATEDCyber and Information Security Requirements for VA IT ServicesThe Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations.? The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security.? All VA data shall be protected behind an approved firewall.? Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible.? The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation.Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE).? Security Requirements include:? a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal.? The COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract or order.? The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at . If you do not have a TMS profile, go to and click on the “Create New User” link on the TMS to gain access.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.VA Enterprise Architecture ComplianceThe applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP).? VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.VA Internet and Intranet StandardsThe Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing and presenting information on VA’s Internet/Intranet Service Sites.? This pertains, but is not limited to: creating announcements; collecting information; databases to be accessed, graphics and links to external sites. Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): Services Handbook 6102 is posted at (copy and paste following URL to browser): of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements? (Section 508)On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees.? Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed and published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.Section 508 – Electronic and Information Technology (EIT) StandardsThe Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: and . A printed copy of the standards will be supplied upon request.? The Contractor shall comply with the technical standards as marked: FORMCHECKBOX § 1194.21 Software applications and operating systems FORMCHECKBOX § 1194.22 Web-based intranet and internet information and applications FORMCHECKBOX § 1194.23 Telecommunications products FORMCHECKBOX § 1194.24 Video and multimedia products FORMCHECKBOX § 1194.25 Self contained, closed products FORMCHECKBOX § 1194.26 Desktop and portable computers FORMCHECKBOX § 1194.31 Functional Performance Criteria FORMCHECKBOX § 1194.41 Information, Documentation, and SupportEquivalent FacilitationAlternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in substantially equivalent or greater access to and use of information for those with disabilities. Compatibility with Assistive TechnologyThe Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.Acceptance and Acceptance TestingDeliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance. Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently test for 508 Compliance before delivery. The Contractor shall be able to demonstrate 508 Compliance upon delivery.Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at : Final Section 508 Compliance Test ResultsPhysical Security & Safety Requirements:The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property.? Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.The Contractor and their personnel shall wear visible identification at all times while they are on the premises.VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed.? It is the responsibility of the Contractor to park in the appropriate designated parking areas.? VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.Smoking is prohibited inside/outside any building other than the designated smoking areas.Possession of weapons is prohibited.The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.Confidentiality and Non-DisclosureThe Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”).? Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.??The Contractor will have access to some privileged and confidential materials of VA.? These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA.? Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38.? Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.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 shall be completed by all Contractor employees working on this contract, 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 RMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13514, “Federal Leadership in Environmental, Energy, and Economic Performance,” dated October 5, 2009; Executive Order 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR?, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services. The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:Provide/use ENERGY STAR products, as specified at products (contains complete product specifications and updated lists of qualifying products). Provide/use the purchasing specifications listed for FEMP designated products at . The Contractor shall use the low standby power products specified at . Provide/use EPEAT registered products as specified at . At a minimum, the Contractor shall acquire EPEAT? Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR, but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists. The acquisition of Silver or Gold EPEAT registered products is encouraged over Bronze EPEAT registered productsThe Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available: Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk DrivesImaging Equipment (Printers Copiers, Multi-Function Devices, Scanners, Fax Machines, Digital Duplicators, Mailing Machines)Televisions, Multimedia ProjectorsThis list is continually evolving, and as a result is not all-inclusive.ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGEAPPLICABLE PARAGRAPHS TAILORED FROM: THE VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010GENERALContractors, Contractor personnel, Subcontractors, and Subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMSA Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, Subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.All Contractors, Subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for Contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates (e.g. Business Associate Agreement, Section 3G), the Contractor/Subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The Contractor or Subcontractor must notify the CO immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the Contractor or Subcontractor’s employ. The CO must also be notified immediately by the Contractor or Subcontractor prior to an unfriendly termination.VA INFORMATION CUSTODIAL LANGUAGEInformation made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of VA. This clause expressly limits the Contractor/Subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).VA information should not be co-mingled, if possible, with any other data on the Contractors/Subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA information is returned to VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct 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.Prior to termination or completion of this contract, Contractor/Subcontractor must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by VA. Any data destruction done on behalf of VA by a Contractor/Subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA CO within 30 days of termination of the contract.The Contractor/Subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The Contractor/Subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/Subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/Subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated Business Associate Agreement (BAA) must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.05, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.The Contractor/Subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA minimum requirements. VA Configuration Guidelines are available upon request.Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the Contractor/Subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA prior written approval. The Contractor/Subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA CO for response.Notwithstanding the provision above, the Contractor/Subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the Contractor/Subcontractor is in receipt of a court order or other requests for the above mentioned information, that Contractor/Subcontractor shall immediately refer such court orders or other requests to the VA CO for response.For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or a Memorandum of Understanding-Interconnection Service Agreement (MOU-ISA) for system interconnection, the Contractor/Subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the RMATION SYSTEM DESIGN AND DEVELOPMENTInformation systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program and theTIC Reference Architecture). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6508, VA Privacy Impact Assessment.The Contractor/Subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.The Contractor/Subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.The Contractor/Subcontractor agrees to:Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:The Systems of Records (SOR); andThe design, development, or operation work that the Contractor/Subcontractor is to perform;Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; andInclude this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the Contractor/Subcontractor is considered to be an employee of the agency.“Operation of a System of Records” means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.“Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.“System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hot fixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, based upon the severity of the incident. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes based upon the requirements identified within the contract.All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the CO and the VA Assistant Secretary for Office of Information and RMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USEFor information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, Contractors/Subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The Contractor’s security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA network involving VA information must be in accordance with the TIC Reference Architecture and reviewed and approved by VA prior to implementation.Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.Outsourcing (Contractor facility, Contractor equipment or Contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the Contractor’s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (Government facility or Government equipment) Contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.The Contractor/Subcontractor’s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA CO and the ISO for entry into the VA POA&M management process. The Contractor/Subcontractor must use the VA POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the Government. Contractor/Subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with Contractor/Subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, and Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary.The Contractor/Subcontractor must conduct an annual self assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The Government reserves the right to conduct such an assessment using Government personnel or another Contractor/Subcontractor. The Contractor/Subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.VA prohibits the installation and use of personally-owned or Contractor/Subcontractor owned equipment or software on the VA network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for Government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the Contractor/Subcontractor or any person acting on behalf of the Contractor/Subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the Contractors/Subcontractors that contain VA information must be returned to VA for sanitization or destruction or the Contractor/Subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:Vendor must accept the system without the drive;VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; orVA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for VA to retain the hard drive, then;The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; andAny fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be preapproved and described in the purchase order or contract.A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.SECURITY INCIDENT INVESTIGATIONThe term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The Contractor/Subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access.To the extent known by the Contractor/Subcontractor, the Contractor/Subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the Contractor/Subcontractor considers relevant.With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.In instances of theft or break-in or other criminal activity, the Contractor/Subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The Contractor, its employees, and its Subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The Contractor/Subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.LIQUIDATED DAMAGES FOR DATA BREACHConsistent 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.The Contractor/Subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.Each risk analysis shall address all relevant information concerning the data breach, including the following:Nature of the event (loss, theft, unauthorized access);Description of the event, including:date of occurrence;data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;Number of individuals affected or potentially affected;Names of individuals or groups affected or potentially affected;Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;Amount of time the data has been out of VA control;The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);Known misuses of data containing sensitive personal information, if any;Assessment of the potential harm to the affected individuals;Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; andWhether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:Notification;One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;Data breach analysis;Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;One year of identity theft insurance with $20,000.00 coverage at $0 deductible; andNecessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.SECURITY CONTROLS COMPLIANCE TESTINGOn a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the Contractor under the clauses contained within the contract. With 10 working-day’s notice, at the request of the Government, the Contractor must fully cooperate and assist in a Government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The Government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time. TRAININGAll 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:Successfully complete the VA Privacy and Information Security Awareness and Rules of Behavior course (TMS #10176) and complete this required privacy and security training annually; Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix D relating to access to VA information and information systems.Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the CO for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The Contractor shall provide to the CO and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.Failure to complete the mandatory annual training and electronically sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. ................
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