R699--Onsite Shredding Services Muskogee RO
Page 18 of 18 COMBINED SYNOPSIS SOLICITATION This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates award of a single firm fixed price contract. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The government intends to award without discussion. Solicitation 36C10E20Q0145 is issued as a request for quote (RFQ). The solicitation incorporates provisions and clauses in effect tough Federal Acquisition Circular 2005-99A, effective June 15, 2018. The combined synopsis/solicitation is set aside for Service Disabled Veteran Owned Small Business Concerns. Only quotes submitted by Disabled Veteran Owned Small Business concerns will be accepted by the Government. Any quote that is submitted by a contractor that is not a verified Service Disabled Veteran Owned Small Business in VIP will not be considered for award. The applicable NAICS Code for this solicitation is 561990 and the Small Business Size limitation is $12M. Offers from SDVOSB concerns must be registered and verified in the Center for Verification and Evaluation (CVE) Vendor Information Pages (VIP) website at https://www.vip.vetbiz.gov/ at the time and date set for receipt of offers and at the time and date of award to be considered for award. Offers from SDVOSB concerns that are not registered in VIP shall be rejected as non-responsive and shall not be considered for award. The contractor shall provide all equipment, services, material, tools, labor, facilities transportation and supervision to for the destruction of documents. FOB Destination pricing to include most favored customer discounts. Wage Determination: WD 15-5320 (Rev.11) 12/23/2019. Pricing considering should factor in consideration for final destruction of sedded documents and media by the contractor. Please provide all requested information and pricing for all CLIN as shown in the attached price schedule: Company Name: Company DUNS Number: Company Tax ID Number: Point of Contact: Telephone: SCHEDULE PAGE RFQ 36C10E20Q0145 Please See Attached Price/Cost Schedule STATEMENT OF WORK Veterans Benefit Administration Regional Office 351 125 S. Main St Muskogee, OK 74401 PURPOSE: To provide on-site, document sedding and removal services for Veterans Affairs Regional Office 351 (VARO). The Contractor shall provide on-site sedding services with a mobile vehicle. Vehicle must be capable of sedding/ incinerating various materials: both printed and handwritten content from source materials including paper, photographs, fax, eFax, microfilm, microfiche, video, film, cassette tapes, CD/DVD, and flash drives ensuring that no information can be extracted from the resulting material in accordance with VA Directive 6371 including all appendices. The contractor must be Certified, Bonded and Insured according to National Association for Information Destruction (NAID). The contractor is responsible for maintaining liability insurance for the duration of the contract and for following all pertinent federal and state regulations with regards to the destruction of classified documentation. While on premises, contractor employees will wear a company uniform and a visible identification badge which contains a photograph of the employee. VA will ensure contractor has the appropriate background investigation processed and adjudicated. All contractor vehicles will be clearly identified with the company s name. The contractor will recycle all materials if sedding is the mechanism of destruction. This may be accomplished tough traditional recycling methods or used for fuel in electrical co-generation. The contractor is required to provide pricing in one price per bin rate, regardless of destruction material contained in each bin. The destruction material will not be sorted, and different materials might be included in the same bin. Materials include paper, photographs, fax, microfilm, microfiche, video, film, CD/DVD, and flash drives. During operation of the vehicle, it will not be parked near any air supply vents that provide air to buildings on VARO property. The contractor shall provide biweekly (every two weeks) service and unscheduled services that may arise from time to time when VA is purging records at the Muskogee campus. The contractor shall provide monthly (once per month) service and unscheduled services that may arise from time to time when VA is purging records at the Oklahoma City campus. The contractor shall provide all necessary labor, supervision management, management support, transportation, supplies, equipment and materials to maintain security of sensitive materials at their points of origination toughout the agency, and to collect and transfer these sensitive materials in a secure fashion from the point of origination to the point of on-site destruction under guidance of a VA Records Management Official. The contractor shall guarantee securely transporting sensitive Personal Identifying Information (PII) data from point of pickup to the point of on-site destruction. Materials will not be allowed to accumulate and overflow from current holdings. In this event, the contractor may be contacted in advance to coordinate additional pick-ups. The Contracting Officer s Representative (COR), if one is delegated, and/or Records Management Officer (RMO) and/or the Records Management Technician (RMT), will provide a complete and accurate communication so that the coordination of services may occur. The contractor shall work with the designated Veterans Affairs staff to ensure proper oversight and instruction toughout this entire process. GENERAL CONDITIONS: Contractor shall provide on-site sedding of paper, photographs, fax, microfilm, microfiche, video, film, CD/DVD, and flash drives at time of service. Vehicles used shall be capable of sedding all these mediums during each sed event as these different mediums shall not be separated. Contractor shall provide up to 96-gallon capacity rolling bins with locking capability. Contractor shall sed documents in accordance with VA Directive 6371. Contractor shall provide a certificate of destruction for items sedded during visit in accordance with VA Directive. Contractor shall allow for on-site vehicle inspection of sedding for compliance of VA Policy. Contractor shall allow for the inspection of the contractor s equipment and overall sedding operation at a minimum of an annual inspection, if requested. Contractor is responsible for safeguarding documents until final destruction and shall provide safeguard addendums to the service contract as required by Directive 6371. Contractor is responsible for moving all bins from the holding area to the contractor s on-site sedding vehicle tough final destruction. Use only bonded and insured individuals for the collection and destruction of materials. Ensure their employees are dressed in marked uniforms that are easily identifiable with nametags. Provide necessary equipment needed to sed all collected materials according to HIPAA regulations. Must be able to sed all types and colors of paper, as well as staples and fasteners. SPECIFIC TASKING REQUIRED: Pick-up confidential information. The contractor shall provide certification of destruction, after every sed event, to include date and signature of certifying official. At the Muskogee locations, the contractor shall coordinate bi-weekly (every two weeks) pick-up sed service with RMO or designated COR. At the Oklahoma City location, the contractor shall coordinate pick-up sed service once a month with RMO or designated COR. The contractor shall be escorted by an authorized VA employee to where the material for sedding is located. The contents to be sedded and destroyed on-site will be witnessed by the Record Management Officer (RMO) and/or Record Management Technician (RMT). Provide sedding containers to meet requirements of the Regional Office. Containers shall be self-locking Containers shall be 96 gallons Containers shall have no less than four (4) wheels or other rolling mechanisms for easy transport Nine (9) bins shall be provided between the two Muskogee campuses Five (5) bins shall be delivered to 800 E Okmulgee, Muskogee OK 74403 Four (4) bins shall be delivered to 125 S Main St, Muskogee OK 74401 One (1) bin shall be provided to the Oklahoma City campus Each container bags/bins shall meet PII containment requirements outlined in within the directives outlined above. The contractor is to provide all necessary equipment/material/bag/bins in-order to successfully complete the destruction evolution. Contractor will be responsible for any additional container/bag needs, as they may arise The designated COR shall provide as much advance notice of any additional container or bag needs After sedding is complete, a billing invoice calculating the charge shall be prepared and left with the RMO/RMT PERFORMANCE DETAILS: Places of performance Muskogee Campus is two locations 125 S Main St., Muskogee OK 74401 800 E Okmulgee, Muskogee OK 74403 Oklahoma City Campus 301 NW 6th St., Oklahoma City OK 73102 Performance Schedule The period of performance is to contain one base period and four option years available. The contract has four, one-year option periods that may be exercised unilaterally by the Government. No services are to be performed after the expiration date of each contract period unless written authorization is provided by the Contracting Officer. Place of Performance Number of Containers Size of containers Number of Annual Services 125 S Main St, Muskogee OK 74401 4 96 gallons Bi-Weekly 26 per Year 800 E Okmulgee, Muskogee OK 74403 5 96 gallons Bi-Weekly 26 per Year 301 NW 6th St., Oklahoma City OK 73102 1 96 gallons Monthly 12 per Year CONIDENTIALITY: All work is to be performed by competent personnel, experienced and qualified to provide services. Contractors shall keep all VA records and related information strictly confidential and shall not be provided to any source, outside the VARO, in any regard. BILLING AND DESTRUCTION CERTIFICATION: Contractor will provide the VA Finance Department with a monthly invoice to include both a detailed invoice along with a destruction certification: Monthly invoices shall be issued with a service fee per container charged to the VA. Date, time, and location service(s) were provided Invoice number Contract and obligation number Total charges detailed and outlined of services provided of sed event and to date. These certification documents can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed and submitted prior to the final destruction of the records. The certification should contain enough information to attest to the final destruction of the temporary paper records what temporary records were destroyed, the date when they were destroyed, what destruction method was used, where they were destroyed, and who was responsible for the final destruction. SPECIFICATIONS The Contractor shall comply with VA Directive 6371 Destruction of Temporary Paper Records dated April 8, 2014 and any subsequent modifications made to that directive. The contractor shall always comply with security requirements imposed by the VA Regional Office. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted from entry to the Regional Office. Contractor shall be escorted by an authorized agency employee when entering upon any government lands prescribed in this contract. FINAL DESTRUCTION: The process tough which temporary paper records are pulped, macerated, or sedded to a degree that definitively ensures that they are not readable or can be reconstructed to any degree. CERTIFICATE OF DESTRUCTION Written documentation that attests to the completion of the destruction process after the final destruction, as defined by this policy, of VA temporary paper records have taken place. Certification documentation can be in the form of a letter, memo, or any format attesting to its complete destruction. This certification is not considered a valid certification of destruction if completed and submitted prior to the final destruction of the records. Contracts for destruction of temporary paper records must include specific clauses to ensure that PII and other sensitive temporary records are handled in a secure manner until they undergo final destruction. At a minimum, these contracts shall require documentation that any contractor who will handle the records until final destruction is completed is bonded, insured, NAID certified for paper/printed media destruction, and can provide reasonable physical safeguards for the data toughout the destruction process per VA HANDBOOK 6500.6 MARCH 12, 2010, APPENDIX C (3) (d). The contractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. This shall be brought forth by the Contracting Officer, Contracting Officer Representative or the Records Management Official of the VARO. Once final onsite destruction is complete, the contractor assumes full and all responsibility of destructed documents and/or media. PERFORMANCE OF WORK ON GOVERNMENT PREMISES: Current rules and regulations applicable to the premises, where the work shall be performed, shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort during installation by VBA officials, presenting valid identification for entrance, smoking restrictions and any safety procedures as outlined in the site regulations. All work is to be coordinated with COR. The VBA primary Points of Contact (POC s) shall be: David Eaton (RMO) 918-781-7567 Dusty Rhodes (secondary RMO) 918-781-7593 The VBA secondary point of contact shall be: Jeremy Luther (COR) 918-781-7569 In the absence of the RMO, the RMT shall be available to provide physical supervision during the onsite sed process. RMT is Johnathon Field 918-781-7506 RMT s are always subject to change. If any change of RMT status occurs; for any new, former, or existing employee; that status shall be provided to the contracting officer and shared with the contractor. Building Restrictions: Even though there are guards on duty; installers need to coordinate with the VBA local POC or the RMO in order to coordinate the removal process. Advance notice needs to be given to the VBA to grant access to the site. Work will need to take place during normal business hours of 0800-1500pm CST unless coordinated with the local VA POC. Holidays: The Government observes the following holidays, also included would be any other day specifically declared by the President of the United States to be a National Holiday. New Year s Day 1 January Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Fourth Thursday in November Cistmas 25 December When a holiday falls on a Sunday, the following Monday is observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by U.S. Government agencies. The offices will be closed on the holiday and therefore unavailable. VA INFORMATION SYSTEM SECURITY/PRIVACY REQUIREMENTS General Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6, Contract Security which are available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place. This acquisition will not require connection of contractor-owned IT devices (e.g., laptop, workstation, etc.) to a VA internal trusted network therefore a Security Accreditation Package is not required therefore the C&A requirements do not apply. If VA records or information are to be turned over to, or collected, created, maintained, used, processed, or handled in any way by a contractor, Title 41, United States, Public Contracts, and 36 CFR, chapter XII, subchapter B apply. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task 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 tough 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 in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Immediate is deemed to be within 6 calendar days. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are following 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 the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. 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 and signed off by the contracting officer. 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. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. Written approval can only be signature authority of the contracting officer. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. No other person shall sign any such authorization other than the signing contracting officer. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR, and simultaneously, and Privacy Officer (PO), and simultaneously, the Contracting 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. Immediate in this clause shall be deemed within one (1) calendar hour. 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 Contracting Officer, 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 BREACH Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. 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. SECURITY CONTROLS COMPLIANCE TESTING On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days 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. TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) 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 the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training, including Privacy and HIPPA Focused Training and annually complete required privacy training; and complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. OPTION TO EXTEND THE TERM OF THE CONTRACT The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. vii. FAR 52.212-1, Instructions to Offerors Commercial Items (JAN 2017), applies to this solicitation. The following provisions are added as addenda: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) (End of Provision) (End of Addendum to 52.212-1) 52.212-2, Evaluation Commercial Items, (OCT 2014), applies to this solicitation. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: EVALUATION FACTOR 1: TECHNICAL CAPABILITY - The technical capability rating reflects the degree to which the proposed approach has demonstrated the ability to perform Onsite Sedding Services as required by the solicitation. The technical evaluation rating will be determined by evaluating the following: Vendors shall submit documentation illustrating a clear description of the management methodology that will be used for executing the effort described in the SOW. This description shall include: (1) ability to meet response times; (2) details of the vendor s plan (when applicable) to meet the limitations on subcontracting. Vendors must also provide a written statement with adequate assurance that per 13 CFR 125.6 they can meet the limitations of subcontracting. Per 13 CFR 125.6 (1), in the case of a contract for services (except construction), the [prime contractor] will not pay more than 50% of the amount paid by the government to it to firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Since an independent contractor such as a 1099 employee is considered a subcontractor then, each independent subcontractor needs to be registered in VIP as an SDVOSB to be considered as a similarly situated SDVOSB entity that does not count towards the limitations of subcontracting. EVALUATION FACTOR 2: EXPERIENCE: The basis of evaluation under this factor will be focused on the firm s experience in performing contracts and /or task orders of similar size, scope and complexity to the work being solicited within the SOW. The quote shall contain information from a minimum of one contract where similar Onsite Sedding Services were successfully provided. Only quotes that demonstrate relevant experience with providing similar Onsite Sedding Services shall be eligible for award. Government and commercial sources will be accepted. The Contractor must regularly offer and engage in providing Sedding Services. EVALUATION FACTOR 3: PAST PERFORMANCE- The past performance evaluation will be accomplished by reviewing aspects of a Vendors recent and relevant past performance. The Vendor shall submit past performance information that is both recent (within the past tee (3) years) and relevant (similar in size, scope, and complexity to the requirement being procured), if applicable. Recent and relevant past performance shall be discussed for the prime contractor and/or any major team members or teaming partners proposed to support this contract. The Vendor is provided an opportunity to submit a list of no more than tee (3) of the Vendor s most recent and relevant past performance information on projects: similar in size, scope, and complexity to the requirement being procured under this solicitation, performed for Government agencies and/or commercial customers within the last tee (3) years from the solicitation release date. The past performance submittals shall include (when applicable): Contract Number, Contracting Officers (CO): Name, Phone number and Email address, Contracting Officers Representatives (COR): Name, Phone number and Email address, Non-Government Points of Contact (if applicable), Total Contract Value at time of award and final price after any/all modifications, Initial Period of performance (POP) and final POP after any/all modifications, Narrative describing the requirement and reason for any modifications which effected price or performance period. The Government reserves the right to obtain past performance data from other sources than those identified by the Vendor in evaluating past performance. In the case of a Vendor without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Vendor may not be evaluated favorably or unfavorably on past performance. Therefore, the Vendor shall be determined to have unknown past performance. In the context of confidence, the Vendor will be evaluated as Unknown Confidence and shall be considered neutral. EVALUATION FACTOR 4: PRICE- The Vendor is required to quote a fully burdened fixed price for the CLIN structure as shown in the solicitation s attached price/cost schedule. Insert the quoted unit and extended prices in Contract Line Item Number (CLIN) 0001 tough 4003. All unit prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458. The Government shall evaluate price to determine whether or not it is considered fair and reasonable. Options - The Government will evaluate quotes for award purposes by adding the total price for all options to the base price for the basic requirement to include the possible contract extensions under FAR Clause 52.217-9, Option to Extend the Term of the Contract. The Government will evaluate its option to extend services at FAR Clause 52.217-8 by adding six (6) months of the Offeror's proposed price for the final option period to the Offeror's total proposed price. The Government may determine that the quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. ADDENDUM TO 52.212-2 1. Contract Type: The contract will be firm-fixed price. It will be competed and awarded under Federal Acquisition Regulation Part 13, Simplified Acquisition Procedures. The Government intends to select one Contractor from the subject solicitation. 2. SAM Registration: Quoters must be registered in the System for Award Management (SAM). No contract will be entered into with an unregistered contractor. Internet access allows you to register by completing an electronic on-line registration application at https://www.sam.gov/portal/public/SAM/ On-line Representations and Certifications (ORCA) may also be filled out at this website. 3. Solicitation Questions: Questions of a technical nature shall be submitted to the Contracting Officer in writing via e-mail. Oral questions of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is April 2, 2020 by 5:00 PM CST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers. 4. Amendments: Amendments to this solicitation will be posted https://beta.sam.gov/ , which replaced http://www.fedbizopps.gov (FBO). Paper copies of the amendments will NOT be individually mailed. By registering to receive notifications on FBO, offerors will be notified by email of any new amendments that have been issued. No other notification of amendments will be provided. Potential Offerors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your offer being considered unacceptable. 5. Basis For Award: This requirement will be competed and awarded under Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures. The Government will award a purchase order resulting from this solicitation to the responsive, responsible offeror in accordance with FAR 9.104-1 and whose quote conforms to the solicitation will be the best value to the Government, price and other non-price factors considered. Since award may be made to the Quoter with other than the lowest price, price is not necessarily the determining factor. 6. Award and Selection: Following receipt of quotes, the government will perform an evaluation using a comparative analysis of the products/services quoted, in an impartial manner. The government intends to compare what has been quoted to one another to select the product/service that is best suited to fulfill the requirement. The evaluation factors outlined in this request for quote will determine suitability. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other non-price factors considered. 7. Quote Preparation Instructions: Quotes shall be based on the requirements of the solicitation, and must contain the following: Part I - Price: Insert proposed unit and extended prices in all Contract Line Item Numbers (CLINs). All prices shall be represented in two decimal positions only. Example: $0.27, not $0.27458. Part II Past Performance: Quoter may submit up to tee (3) relevant references (relevant is defined in this RFQ as within the last 3 years) for which your company has provided work similar in size and scope to this requirement. Please provide current contact information to include an active contact s name, e-mail, phone number, address, and organization to include a brief description of the work completed, dollar value of contract, contract period of performance, and a contract # (if applicable). References may be checked to ensure your company is capable of performing in accordance with the Statement of Work. The Government reserves the right to obtain past performance data from other sources than those identified by the Offeror in evaluating past performance. This includes, but not limited to, the Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; interviews with Program Managers, Contracting Officers, and other designated Technical Representatives. Offerors are reminded that both independent data and data provided by Offerors in their quotes may be used by the Government to evaluate past performance. The Contracting Officer may also evaluate past performance based on direct knowledge of the Contractor s performance on current or recent contracts. 8. Submission of Quotes: Quotes are due no later than April 10, 2020 by 5:00 PM CST. Quotes shall be submitted electronically to Edward.Bradford@va.gov. The email subject line must contain the following: Quote in Response to 36C10E20Q0145, Onsite Sedding Services, Muskogee, OK VBA . Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. Failure to provide any of the required information or the providing of inadequate or unclear information may result in the offer being considered unacceptable. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government. viii. FAR 52.212-3, Offeror Representations and Certifications Commercial Items (OCT 2018) applies to this solicitation. The offeror has completed the annual representations and certifications electronically via the SAM website access tough http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________.. ix. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) applies to this solicitation. The following provisions clauses are added as addenda: 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ (End of Clause) 52.203-19 Prohibition on Contracting with Entities That Require Certain Internal Confidentiality Agreements (JAN 2017) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) The Government may extend the term of this contract by written notice to the Contractor within 15 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. If the Government exercises this option, the extended contract shall be considered to include this option clause. The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years. 52.227-14 Rights in Data-General (MAY 2014) 52.232-18 Availability of Funds (APR 1984) 52.232-19 Availability of Funds for the Next Fiscal Year (Apr 1984) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 852.203-70 Commercial Advertising (JAN 2008) 852.219-10 VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside (JUL 2016) (DEVIATION) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) 852.232-72 Electronic Submission of Payment Requests (NOV 2012) 852.270-1 Representatives of Contracting Officer (JAN 2008) 852.252-70 Solicitation Provisions or Clause Incorporated by Reference (Jan 2008) 852.273-74 Award without Exchanges (Jan 2003) (End of Addendum to 52.212-4) xii. 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (JAN 2020), applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph a clause applicable: 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment 52.219-28 Post-Award Small Business Program Representation (Jul 2013) 52.222-3 Convict Labor (June 2003) 52.222-21 Prohibition of Segregated Facilities (APR 2015) 52.222-26 Equal Opportunity (SEP 2016) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) 52.222-50 Combating Trafficking in Persons (JAN 2019) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.224-3 Privacy Training (JAN 2017) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) 52.232-34 Payment by Electronic Funds Transfer--Other than System for Award Management (JUL 2013) 52.222-41 Service Contract Labor Standards (AUG 2018) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) Wage Determination: WD 15-5320 (Rev.11) 12/23/2019 52.222-43 Fair Labor Standards Act and Service Contract Labor Standards-Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017) The previous contract number awarded for this requirement was VA101V-15-F-1417 written against GS-25F-0035R. The award was for a base and four option periods. The award date was 10/01/2014. The awardee was Sed-It. xiii. Additional Contract Requirements or terms and conditions: See attached document: Price/Cost Schedule xiv. Defense Priorities and Allocations Systems and assigned rating: N/A xv. Quotes are due no later than April 10, 2020 by 5:00 PM CST. Offers shall be submitted electronically to Edward.Bradford@va.gov. xvi. For additional information, please contact the Contracting Officer, Edward Bradford, via e-mail to Edward.Bradford@va.gov. See attached document: Price/Cost Schedule 36C10E20Q0145 Department of Veterans Affairs Veteran Benefits Administration Headquarters
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