BACKGROUND .gov



PERFORMANCE WORK STATEMENT (PWS)DEPARTMENT OF VETERANS AFFAIRSOffice of Information & TechnologyGulf Coast Veterans Health Care System (GCVHCS), Biloxi, MSGCVHCS Leased Pagers Date: June 15, 2015Contents TOC \o "1-3" \h \z \u 1.0BACKGROUND32.0APPLICABLE DOCUMENTS33.0SCOPE OF WORK44.0PERFORMANCE DETAILS54.1PERFORMANCE PERIOD54.2PLACE OF PERFORMANCE54.3TRAVEL65.0SPECIFIC TASKS AND DELIVERABLES65.1CONTRACT MANAGEMENT65.2INITIAL DELIVERY OF EQUIPMENT/AIR SERVICE IMPLEMENTATION65.3ORDERS FOR NEW SERVICE/EQUIPMENT 75.4EQUIPMENT REPLACEMENT 75.5EQUIPMENT UPGRADE/EXCHANGE75.6FAILURE TO RESPOND/RESTORE PERFORMANCE 76.0GENERAL REQUIREMENTS86.1ENTERPRISE AND IT FRAMEWORK86.2POSITION RISK DESIGNATION LEVELS86.3CONTRACTOR PERSONNEL SECURITY REQUIREMENTS96.4SCHEDULE FOR DELIVERABLES106.5PERFORMANCE METRICS116.6FACILITY/RESOURCE PROVISIONS116.7GOVERNMENT FURNISHED PROPERTY11ADDENDUM A12ADDENDUM B16 BACKGROUNDThis requirement is for a leased pager system for Gulf Coast Veterans Health Care System (GCVHCS), which consists of a medical center at Biloxi and outpatient clinics at Mobile, Alabama; Pensacola, Florida; Eglin Air Force Base, Florida; and Panama City, Florida.? Objective is to: 1) lease high quality and reliable alphanumeric and digital pagers with coverage sufficient to extend to all specified locations; 2) ensure rapid activation and/or replacement; and 3) ensure reliable and flexible accounting and reporting capabilities. Contractor shall furnish and maintain all necessary parts, labor, supplies, equipment, and materials involved in providing leased alphanumeric and digital pagers and on-air service.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 Federal Information Processing Standard (FIPS) 140-2. FIPS can be found at U.S.C. § 3541,?“Federal Information Security Management Act (FISMA) of 2002”Federal Information Processing Standard (FIPS) FIPS Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 2006Department of Veterans Affairs (VA) Directive 0710, “Personnel Suitability and Security Program,” June 4, 2010 ( in the Security Library)36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003VA Directive 6500, “Information Security Program,” August 4, 2006 ( in the Security Library)VA Handbook 6500.6, “Contract Security,” March 12, 2010 ( in the Security Library)Technical Reference Model (TRM) (reference Contractor Library at Pub 201, “Personal Identity Verification of Federal Employees and Contractors,” March 20065 U.S.C. § 552a, as amended, “The Privacy Act of 1974” OMB Circular A-130, “Management of Federal Information Resources,” November 28, 2000VA Handbook 6500, “Information Security Program,” September 18, 2007VA Handbook, 6500.5, Incorporating Security and Privacy in System Development Lifecycle.National Institute Standards and Technology (NIST) Special PublicationsAn Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, March 200536 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003SCOPE OF WORKThe contract requirement is for leased alphanumeric and digital pagers and associated air service. The coverage area for the leased pagers (other than the Nation-wide pagers) shall extend from Biloxi west to New Orleans, Louisiana, east to Panama City, Florida and north to Jackson, Mississippi. The Contractor shall ensure that the signal provides 100% coverage, penetrates all buildings on the Biloxi campus and is of sufficient strength to ensure all leased equipment receives messages.? If necessary, to ensure the proper transmission and/or reception of paging messages in all areas, the Contractor shall provide any and all required supplemental equipment (e.g. passive antennas) and service at no additional charge to GCVHCS. All alphanumeric pagers under this contract shall be at least equal in performance and features to the Daviscomms BR802 or Sun Titan III. All digital pagers under this contract shall be at least equal in performance and features to the Daviscomms BR502 or Sun Telecom ST800. Alphanumeric and digital pagers shall be capable of group paging. The number of pager units and the features required by GCVHCS is noted below; however, the Contractor must provide flexibility in accommodating possible changes in the quantities and minimum characteristics. All pagers provided shall be brand new and in 100% operating condition, meeting or exceeding the minimum salient characteristics specified. Contractor will be responsible for maintenance, service, parts and repairs on all leased pagers. Contractor is responsible for providing replacement of out-of-service pagers upon notification of using agency. Quantities250 Numeric/Digital pagers (Daviscomms BR502/Sun Telecom ST800 or comparable)30 Alpha Numeric pagers (Daviscomms BR802/Sun Telecom Titan III or comparable1Nationwide-coverage Alpha pagerCharacteristicsSame area code and prefix on all pagers for each individual site Numeric pagers should be standard 10-digit sequencing (xxx xxx-xxxx, approved by GCVHCS) Black in colorOperation with one (1) AAA or AA batteryMinimum 20 message slotsBacklight displayMessage time-stampingNumeric retrieval Numeric & alpha numeric (one way) retrievalAudible tone and silent vibration featuresDate/time of day displayMessage lock (10 message slots)Memory retention; (when the pager is turned off, all pages with time of day remain in memory.)Memory retention (when battery dies pages stay in memory) Memory full display (when 40 messages are stored in memory, memory full notice is displayed). Memory full - new message causes the oldest (first) read message to be overwritten (when read messages are erased, the display returns to the standby screen) Duplicate message displayBattery low notification both audible and displayedRetrieval time for pages should be no more than 20 seconds PERFORMANCE DETAILSPERFORMANCE PERIODThe period of performance shall include one (1) base period and four (4) one (1) year option periods. Exercise of option periods is at the sole discretion of the Government and contingent upon availability of funds. Base year: October 1, 2015 to September 30, 2016Option 1: October 1, 2016 to September 30, 2017Option 2: October 1, 2017 to September 30, 2018Option 3: October 1, 2018 to September 30, 2019Option 4: October 1, 2019 to September 30, 2020Any 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 PLACEs OF PERFORMANCETasks under this PWS shall be performed at the following GCVHCS locations: Gulf Coast Veterans Health Care System400 Veterans AvenueBiloxi, MS 39531Gulf Coast Veterans Health Care SystemMobile Outpatient Clinic1504 Springhill AvenueMobile, AL 36604Gulf Coast Veterans Health Care SystemJoint Ambulatory Care Center790 Veterans WayPensacola, FL 32507Gulf Coast Veterans Health Care SystemPanama City Outpatient Clinic101 Vernon Avenue, Suite 387Panama City Beach, FL 32407-7018Gulf Coast Veterans Health Care SystemPanama City MHC4408 Delwood LanePanama City Beach, FL 32408Gulf Coast Veterans Health Care SystemEglin Outpatient Clinic100 Veterans WayEglin AFB, FL 32542TRAVELThe Government does not anticipate travel to perform the tasks associated with the task order effort. All travel and associated costs required by the Contractor for the completion of the defined task(s) are the responsibility of the Contractor and will be included in the firm fixed price. SPECIFIC TASKS AND DELIVERABLESThe Contractor shall provide all service and deliverables as required, described and detailed herein and shall meet all service and delivery timelines as specified by the Contract. TASK 1 – CONTRACT MANAGEMENT The Contractor shall provide a listing of key personnel to act as the Contractor’s points of contact for the administration of this contract and to act as the points of contact on issues related to trouble reporting, trouble report resolution, contract orders, order status, billing and invoicing. The listing shall contain the names, positions, email addresses and toll-free telephone numbers of the points of contact. The Contractor shall provide a timeline/detailed schedule and escalation procedure for restoration of services in the event service is interrupted. 5.2 Task 2 – Initial Delivery of Equipment/air service Implementation The Contractor shall be responsible for provisioning the requested numbers of leased pagers and ensuring signal strength/viability of coverage in all buildings/required areas. If necessary, to ensure the proper transmission and/or reception of paging messages in all areas, the Contractor shall provide any and all required supplemental equipment (e.g. passive antennas) and service at no additional charge to GCVHCS. Contractor shall provide ten (10) digital pager units and six (6) alphanumeric pager units (inactivated at the time of delivery) to the COR, to be used for emergencies and/or replacement of failed units, and shall ensure that this number of spares in continually available.?The Contractor shall not invoice for these units until they are activated. The COR will ensure this reserve stock level is maintained and make the determination regarding the use of these spare units.? All deliveries will be made to the Biloxi VAMC unless directed otherwise by CO or COR.5.3 Task 3 – orders for new service/equipment All new orders (equipment or air service) must be accomplished within seven (7) calendar days of notification from the Contracting Officer’s Representative (COR).? All deliveries will be made to the Biloxi VAMC unless directed otherwise by COR. In all cases of new equipment requests, the Contractor shall generate a work order indicating the following: A.????? The effective date for activation of each individual pager ordered (to be billed the following month if activated in the middle of the month), B.??????The pager number, C.??????The cap code number, D.????? The account number, and E.??????The item number against which it will be charged.5.4 Task 4 - Equipment Replacement Any equipment, pager, any part of a pager, or pager case that becomes damaged or nonfunctional due to normal day-to-day use and subjected to normal wear will be repaired or replaced at no cost to GCVHCS. Equipment which fails during the contract period shall be replaced from the supply of spare equipment at the VA and activated by the Contractor.? The failed equipment shall then be replaced by the Contractor on the next scheduled delivery, or earlier if deemed necessary by the COR. The Contractor shall provide the COR with the necessary procedures and materials for the return of defective, broken, or unnecessary equipment prior to the beginning of contract performance.5.5 Task 5 - Equipment Upgrade/Exchange GCVHCS reserves the right to periodically review its requirements and – if desired – change equipment types, digital and/or alpha numeric pagers for two way messaging devices or any other combination of equipment within the scope of this contract.? When this right is exercised an equitable adjustment will be negotiated through the Contracting Officer.5.6 Task 6 - Failure to Respond/Restore Performance For failure to respond within two (2) hours of a call from GCVHCS requesting the activation of a spare unit, a deduction of 1/30th of the monthly rate will be taken for that day, and for each twenty-four (24) hour period thereafter that the equipment is inoperable due to no responsiveness.? Failure to respond to activation requests and requests from the COR to restock and/or exchange failed units within two (2) days will be considered grounds for invoking provisions of default.? This penalty will be waived under unusual or extraordinary circumstances at the discretion of the Contracting Officer. For failure to ensure adequate reception (in the event of “dead areas” within the Biloxi division or other designated area), within twenty-four (24) hours of notification by the COR, a deduction of 1/30th of the monthly rate will be taken for each twenty-four (24) hour period thereafter that the equipment is inoperable.? This penalty will be waived under unusual or extraordinary circumstances at the discretion of the Contracting Officer.GENERAL REQUIREMENTSENTERPRISE AND IT FRAMEWORK The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT 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 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 OIT Project Managers and teams to meet their mission: delivering world-class IT products that meet business needs on time and within budget. POSITION/TASK RISK DESIGNATION LEVELSPosition SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Security Suitability Program,” Appendix A)LowNational Agency Check with Written Inquiries (NACI) A 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), 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.ModerateModerate Background Investigation (MBI) A 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 Background Investigation (BI) A 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 RequirementsTask NumberLow/NACIModerate/MBIHigh/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 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 REQUIREMENTS Contractor Responsibilities: A. 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.B. The Contractor shall bear the expense of obtaining background investigations. C. 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. The roster shall contain the Contractor’s Full Name, Full Social Security Number, Date of Birth, Place of Birth, and individual background investigation level requirement (based upon Section 6.2 Tasks).D. The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.E. For a Low Risk designation the following forms are required to be completed: 1.OF-306 and 2. DVA Memorandum – Electronic Fingerprints. For Moderate or High Risk the following forms are required to be completed: 1. VA Form 0710 and 2. DVA Memorandum – Electronic Fingerprints. These should be submitted to the COR within 5 business days after award. F. The Contractor personnel will receive an email notification from the Security and Investigation Center (SIC) through the Electronics Questionnaire for Investigations Processes (e-QIP) identifying the website link that includes detailed instructions regarding completion of the investigation documents (SF85, SF85P, or SF 86). The Contractor personnel shall submit all required information related to their background investigations utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP).G. The Contractor is to certify and release the e-QIP document, print and sign the signature pages, and send them to the COR for electronic submission to the SIC. These should be submitted to the COR within 3 business days of receipt of the e-QIP notification email.H. 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.I. 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). J. 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.K. Failure to comply with the Contractor personnel security investigative requirements may result in termination of the contract for default.6.4 shedule for deliverablesA. Contract Management documents: No later than time of initial delivery of equipment and implementation of air service. B. Initial Delivery of Equipment/Air Service Implementation: Within thirty (30) days of contract award. C. Orders for New Service/Equipment: Completion within 7 days of order/notificationD. Go Live and Training/All Deliverables: Complete within 1 week of Staging If for any reason the scheduled time for a deliverable cannot be met, Contractor is required to explain why (include the original deliverable due date) in writing to the Contracting Officer (CO), including a firm commitment of when the work shall be completed. The notice to the CO shall cite the reasons for the delay and the impact on the overall project. The CO will review the facts and issue a response in accordance with applicable regulations. 6.5 PERFORMANCE METRICS The Contractor shall monitor performance against the established schedule, milestones, risks and resource support outlined in the approved Contractor Project Management Plan and shall report any deviations from the Plan. At a minimum, the following metrics shall apply: Performance ObjectivePerformance StandardAcceptable Performance LevelsTechnical NeedsShows understanding of requirementsEfficient and effective in meeting requirements Meets technical needs and mission requirementsOffers quality services/productsSatisfactory or higherProject Milestones and ScheduleQuick response capabilityProducts completed, reviewed, delivered in timely mannerNotifies customer in advance of potential problemsSatisfactory or higher3. Project StaffingCurrency of expertisePersonnel possess necessary knowledge, skills and abilities to perform tasksSatisfactory or higher4. Value AddedProvided valuable service to GovernmentServices/products delivered were of desired qualitySatisfactory or higher The 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. 6.6 FACILITY/RESOURCE PROVISIONS The Government will provide controlled access to the areas and other resources required in order to accomplish the Tasks associated with this PWS. The Government will assign a primary POC to work with the Contractor in providing information and resources in a manner to maintain contract continuity. The POC will receive deliverables outlined in the contract6.7 GOVERNMENT FURNISHED PROPERTY – N/A ................
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