X1NB--SC Rent Temp Air Handler ST MEM
This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.
Background: AHU 14 has suffered continuous Freon leaks from June 2017 to August 2018. Two rental units were procured to replace the failed unit. Their rental contract is expiring. A more efficient, effective and less costly option has been received to incorporate a rental unit over the present method. The existing AHU 14 will be used as a method for transferring conditioned air to the existing spaces. A permanent replacement for AHU 14 can not be submitted due to budgeting constraints. This unit is intended to be used until the new unit can be procured and installed. The spaces served by this unit have been under construction and the equipment has been installed and is ready for use.
Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.
NAICS code: 532490 and the size standard is $35.0M.
NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.va.gov/osdbu/.
Anticipated period of performance: Rental term, 9 months.
Other important considerations: All services are to be furnished at the Contractor s site of care.
Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide Rental Air Handling Unit; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Associated contract vehicles (i.e. GSA/FSS; SEWP); and (4) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Provide any other information that may be helpful in developing or finalizing the acquisition requirements.
Please e-mail your response with the above information to diane.ziegler@va.gov with the subject line "Sources Sought Notice 36C24920Q0132 by 1:00 p.m. Central Time on March 13, 2020. Any question should be emailed to Diane Ziegler at diane.ziegler@va.gov NO PHONE CALLS WILL BE ACCEPTED OR RETURNED.
Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.
Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
DESCRIPTION OF SERVICES
PART 1 SCOPE: The Scope of this project includes:
Supply and install 1 25 ton package unit with a maximum amp draw of 80 amps at 480 volts. Installation including:
Temporary ducting
Temporary power cables
Condensate traps.
The VA facility will install the temporary power and assist with phase check and ducting.
PART 2 FACILITY OPERATING HOURS:
The facility shall remain in operation throughout the service. Contractor access to the service site shall be limited to the following: 8:00am to 4:30pm, Monday through Friday, excluding federal holidays. Access to the site shall not be permitted on the weekends without prior approval from the Contracting Officer in writing.
PART 3 PERIOD OF SERVICES:
The period of services shall be 9 months in duration, beginning date TBD.
PART 4 SECURITY REQUIREMENTS:
Contractor shall provide a list of names, including subcontractors, to the VA COR for access to the Medical Center. Contractors and subcontractors shall be required to wear VA issued badges at all times.
PART 5 NOTIFICATION OF START AND COMPLETION OF WORK:
Contractor shall notify the VA COR when the unit will be delivered and other coordinating requirements.
PART 6 FINAL INSPECTION AND ACCEPTANCE:
The contractor shall notify the COR when of the work is complete and ready for final inspection.
PART 7 PRIVACY, SECURITY & TRAINING:
The contractor s staff will check in with the VA Engineering to receive a VA work authorization badge. Contractor s staff must provide proper documentation to receive a badge. Contractor s staff will smoke in the designated areas on the VA grounds. Contractor s staff will not park in patient parking areas. Contract parking is limited on the grounds first come first serve.
The contractor is required to follow all regulations and safety requirements of the VA such as OSHA, NFPA, EPA, etc. Appropriate PPE must be worn always as well.
Contractor and their staff are not permitted to take any pictures, videos or drawings of any type. Taking of photographs/videos are prohibited while on VA premises.
TRAINING: The contractors staff (those who will be on VA property working) will be required to complete the TMS (20939) training prior to the work beginning. The contractor will either personally bring the training certificates or E-mail the certificates to the COR so they can be kept on file for one year.
You must ensure each contract employee self-enrolls for a profile on the VA TMS by visiting https://www.tms.va.gov/plateau/user/login.jsp. Once there, employees should follow the steps below to create a profile, launch the mandatory training, and complete the content prior to their next day at VA.
Upon completion by all employees, the contractor shall provide their Contracting Officer Representative with each employee s printed certificate of completion from the TMS. This certificate displays the employee s TMS User ID.
The TMS training is only good for one year and the contractor is responsible to ensure their staff or persons who will be working on VA property are current.
VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE
1. GENERAL
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.
b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.
c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.
d. Custom software development and outsourced operations must be in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.
e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.
VA HANDBOOK 6500.6 MARCH 12, 2010
APPENDIX C C-2
3. VA INFORMATION CUSTODIAL LANGUAGE
a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor / subcontractor's rights to use data as described in Rights in Data
- General, FAR 52.227-14(d) (1).
b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems 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 onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.
c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives
and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.
e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.
VA Records Management:
Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31
and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR
Part 1222 and Part 1228.
Contractor shall treat all deliverables under the contract as the property of the U.S.
Government for which the Government Agency shall have unlimited rights to use, dispose
of, or disclose such data contained therein as it determines to be in the public interest.
Contractor shall not create or maintain any records that are not specifically tied to or
authorized by the contract using Government IT equipment and/or Government records.
Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains
information covered by the Privacy Act of 1974 or that which is generally protected by the
Freedom of Information Act.
Contractor shall not create or maintain any records containing any Government Agency
records that are not specifically tied to or authorized by the contract.
The Government Agency owns the rights to all data/records produced as part of this
contract.
The Government Agency owns the rights to all electronic information (electronic data,
electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
Contractor agrees to comply with Federal and Agency records management policies,
including those policies associated with the safeguarding of records covered by the Privacy
Act of 1974. These policies include the preservation of all records created or received
regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or
state of completion [draft, final, etc.].
No disposition of documents will be allowed without the prior written consent of the
Contracting Officer. The Agency and its contractors are responsible for preventing the
alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure
of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
SECURITY INCIDENT INVESTIGATION
a. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has
access.
b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.
36C24920Q0132 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 9
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