36C10B24R0028.pdf

PAGE 1 OF 93 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10B24R0028 05-23-2024

Jamie Valentine; jamie.valentine@va.gov 848-377-5091 06-03-2024

10:00 AM EST

Department of Veterans Affairs Technology Acquisition Center 23 Christopher Way Eatontown, NJ 07724

X

541519

$34 Million

N/A

See Delivery Schedule

Financial Services Center

PO BOX 149971

Austin, TX 78714-8971

This Request for Proposal (RFP) is issued for the Veterans Canteen Services Food Labeling Printers and Portal Solution

See Section B.4 Price Schedule and B.5 for Product Description

Note: A comparative analysis will be performed IAW FAR 13.106-2(b)(3). See provision 52.212-2 for details.

Points of Contact:

Jamie Valentine 848-377-5091 / Jamie.Valentine@va.gov Contract Specialist

Meghan McCloskey 848-377-5151 / Meghan.McCloskey@va.gov Contracting Officer

Meghan McCloskey

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

B.3 CONTRACT ADMINISTRATION DATA

B.4 PRICE SCHEDULE

B.5 PRODUCT DESCRIPTION

SECTION C - CONTRACT CLAUSES

C.1 FEDERAL ACQUISITION REGULATION (FAR) 52.252-2 CLAUSES INCORPORATED

BY REFERENCE (FEB 1998)

C.2 FAR 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.3 FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUES OR EXECUTIVE ORDERS—COMMERICAL PRODUCTS AND COMMERCIAL

SERVICES (FEB 2024)

C.4 FAR 52.217-7 OPTION FOR INCREASED QUANTITY-SEPARATELY PRICED LINED

ITEM (MAR 1989)

C.5 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) .. 61

C.6 VAAR 852.252-70 SOLICITATION PROVISIONS OR CLAUSES INCORPORATED BY

REFERENCE (JAN 2008)

C.7 VAAR 852.201-70 CONTRACTING OFFICER’S REPRESENTATIVE (DEC 2022)

C.8 VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

C.9 VAAR 852.247-71 DELIVERY LOCATION (OCT 2018)

C.10 VAAR 852.247-72 MARKING DELIVERABLES (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 FAR 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

E.3 FAR 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-

REPRESENTATION (OCT 2020)

E.4 FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS –

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

E.5 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.239-71 INFORMATION SYSTEM SECURITY PLAN AND

ACCREDITATION (FEB 2023)

E.8 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.9 FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.10 INSTRUCTIONS TO OFFERORS – PROPOSAL SUBMISSIONS

36C10B24R0028

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 GOVERNING LAW

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto, as permitted by FAR 12.212.

If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. § 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by FAR 52.227-14. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 28 U.S.C. § 516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer.

Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.2 SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

(1). Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs

(“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean the Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. The term “Contractor” is the party identified in Block 17a on the SF1449. If the Contractor is a reseller and not the Licensor, the Contractor remains responsible for performance under this Contract/Order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements, or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point (e.g., from Version 5.3 to 5.4). An example of an update is the addition of new hardware.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2). Software License.

a) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software.

b) The Government may use the software in a networked environment.

c) Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d).

d) All limitations of software usage are expressly stated in the Schedule of

Supplies/Services and the Performance Work Statement/Product Description.

(3). Software Maintenance and/or Technical Support.

a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this Contract/Order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received, the Contractor is neither authorized nor permitted to renew any of the previously furnished services.

b) The Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its commercial customers to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) The Contractor shall provide all maintenance services in a timely manner in accordance with the Contractor’s customary practice or as defined in the Performance Work Statement or Product Description. However, prolonged delay (exceeding two business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

http://www.cpars.gov/

e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4). Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out, or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications.

Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

B.3 CONTRACT ADMINISTRATION DATA

(Continuation from Standard Form 1449, block 18A)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10B, Meghan McCloskey

Technology Acquisition Center

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly ☐

b. Semi-Annually ☐

c. Other ☒ Upon Government acceptance of deliverables in accordance with B.4, Price Schedule and in accordance with Section B.5, Product Description

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

6. Purchase Order for Billing Purposes: TBD

7. BTT ARM Approval: 175554

☒ 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

☐ 52.232-36, Payment by Third Party

B.4 PRICE SCHEDULE

Vendors are instructed to complete Section B.4: Price Schedule and submit with their proposal.

Vendors are cautioned that alterations to the line items as specified below may render proposals unacceptable. All questions shall be directed to the Contract Specialist, Jamie Valentine, Jamie.Valentine@va.gov, and Contracting Officer, Meghan McCloskey, Meghan.McCloskey@va.gov prior to the closing date and time specified in the Request for Quote (RFQ).

Any resulting contract will be awarded on a firm-fixed-price basis as defined by Federal Acquisition Regulation (FAR) Subpart 16.202. Accordingly, the Contractor shall ensure that any and all costs associated with the Contractor’s proposed application(s), software products, software solution, and/or system, shall be included in the Contractor’s proposed firm-fixed price, and shall serve as the Contractor’s firm-fixed price for the life of any resulting contract. No additional costs or fees relative to the Contractor’s proposed application(s), software products, software solution, and/or system including, but not limited to, licensing costs and any associated licensing maintenance required for the development, delivery, integration, operation, and/or maintenance of the Contractor’s proposed solution will be allowed, accepted, and/or paid by the Government.

All deliverables will be destination inspection, acceptance, and F.O.B.

Days used below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday.

Electronic submission to: VA Project Manager, Contracting Officer, and Contracting Officer’s Representative

Base Period The period of performance for this effort shall be 12 months from date of award in accordance with

(IAW) Section 1.8 of the Product Description (PD).

CLIN Description Qty Unit Unit Price Extended Price

Thermal Printers IAW PD Section 1.0. 1 LO

Not Separately

Priced

(NSP)

NSP

0001AA

Phase 1: Thermal Printers IAW PD Section 1.0.

Thermal Printers for Phase 1 shall be delivered 45 days from date of award.

PSC: 7E21

5 EA $ $

mailto:Jamie.Valentine@va.gov mailto:Meghan.McCloskey@va.gov

0001AB

Phase 2: Thermal Printers IAW PD Section 1.0.

Thermal Printers for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

PSC: 7E21

195 EA $ $

Thermal Printers “Seed Stock” (set at 10%) IAW PD Section 1.0.

Seed Stock for Thermal Printers shall be held by the Contractor and delivered by next business day as needed.

PSC: 7E21

20 EA $ $

0003 Tablet Devices IAW PD Section 1.0. 1 LO NSP NSP

0003AA

Phase 1: Tablet Devices IAW PD Section 1.0.

Tablet Devices for Phase 1 shall be delivered 45 days from date of award.

PSC: 7E21

5 EA $ $

0003AB

Tablet Devices for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

PSC: 7E21

195 EA $ $

Tablet Devices “Seed Stock” (set at 10%) IAW PD Section 1.0.

Seed Stock for Tablet Devices shall be held by the Contractor and delivered by next business day as needed.

PSC: 7E21

20 EA $ $

0005 1x1 Labels IAW PD Section

1.0. 1 LO NSP NSP

0005AA

Phase 1: 1x1 Labels IAW PD Section 1.0.

10,000 EA $ $

1x1 Labels for Phase 1 shall be delivered 45 days from date of award.

PSC: 7690

0005AB

Phase 2: 1x1 Labels IAW PD Section 1.0.

1x1 Labels for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

PSC: 7690

390,000 EA $ $

0006 4x2 Labels IAW PD Section

1.0. 1 LO NSP NSP

0006AA

Phase 1: 4x2 Label IAW PD Section 1.0.

4x2 Labels for Phase 1 shall be delivered 45 days from date of award.

PSC: 7690

10,000 EA $ $

0006AB

Phase 2: 4x2 Labels IAW PD Section 1.0.

4x2 Labels for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

PSC: 7690

390,000 EA $ $

Delivery, Configuration, and Rollout IAW PD Section 1.1.

Shall be completed within 30 days from completion of Phase 1 delivery.

PSC: 7E21

1 EA NSP NSP

Warranty and Maintenance Support IAW PD Section 1.2.

PoP shall be 12 months from date of award.

PSC: 7E21

1 LO $ $

Training IAW PD Section 1.3.

Shall be completed within 30 days from completion of Phase 1 delivery.

PSC: 7E21

1 LO $ $

Base Period Total $ Option Period One

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of the

Base Period.

CLIN Description Qty Unit Unit Price Extended Price

Warranty and Maintenance (12 Months) IAW PD Section 1.7.

PoP: 12 Months from exercise of Option Period.

PSC: 7E21

1 LO $ $

Option Period One Total $ Option Period Two

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of Option Period One.

CLIN Description Qty Unit Unit Price Extended Price

Warranty and Maintenance (12 Months) IAW PD Section 1.7.

PoP: 12 Months from exercise of Option Period.

PSC: 7E21

1 LO $ $

Option Period Two Total $ Option Period Three

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of Option Period Two.

CLIN Description Qty Unit Unit Price Extended Price

Warranty and Maintenance (12 Months) IAW PD Section 1.7.

PoP: 12 Months from exercise of Option Period.

PSC: 7E21

1 LO $ $

Option Period Three Total $ Option Period Four

This 12-month option period may be exercised IAW FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000). Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer. If exercised, this option shall commence immediately after expiration of Option Period Three.

CLIN Description Qty Unit Unit Price Extended Price

Warranty and Maintenance (12 Months) IAW PD Section 1.7.

PoP: 12 Months from exercise of Option Period.

PSC: 7E21

1 LO $ $

Option Period Four Total $ Optional Task One

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to 100 times during the base period and each option period. If exercised, the

Period of Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

5001 Replacement Thermal Printers IAW PD Section 1.4.1. 1 LO NSP NSP

5001-1

Base Period: Replacement Thermal Printers IAW PD Section 1.4.1.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

5001-2

Option Period One: Replacement Thermal Printers IAW PD Section 1.4.1.

Up to

100 EA $ $

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

5001-3

Option Period Two:

Replacement Thermal Printers IAW PD Section 1.4.1.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

5001-4

Option Period Three:

Replacement Thermal Printers IAW PD Section 1.4.1.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

5001-5

Option Period Four:

Replacement Thermal Printers IAW PD Section 1.4.1.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

Optional Task One Total $ Optional Task Two

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to 100 times during the base period and each option period. If exercised, the

Period of Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

6001 Replacement Tablet Devices IAW PD Section 1.4.2. 1 LO NSP NSP

6001-1 Base Period: Replacement Tablet Devices IAW PD Section 1.4.2.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

6001-2

Option Period One: Replacement Tablet Devices IAW PD Section 1.4.2.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

6001-3

Option Period Two:

Replacement Tablet Devices IAW PD Section 1.4.2.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

6001-4

Option Period Three:

Replacement Tablet Devices IAW PD Section 1.4.2.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

6001-5

Option Period Four:

Replacement Tablet Devices IAW PD Section 1.4.2.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

100 EA $ $

Optional Task Two Total $ Optional Task Three

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to 200 times in the base period and each option period. If exercised, the Period of

Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

7001 Device Cases IAW PD Section

1.4.3. 1 LO NSP NSP

7001-1

Base Period: Device Cases IAW PD Section 1.4.3.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

200 EA $ $

7001-2

Option Period One: Device Cases IAW PD Section 1.4.3.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

200 EA $ $

7001-3

Option Period Two: Device Cases IAW PD Section 1.4.3.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

200 EA $ $

7001-4

Option Period Three: Device Cases IAW PD Section 1.4.3.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

Up to

200 EA $ $

7001-5

Option Period Four: Device Cases IAW PD Section 1.4.3.

Shall be delivered within 7 business days after exercise of optional task.

PSC: 7E21

200 EA $ $

Optional Task Three Total $ Optional Task Four

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to 20 times in the base period and each option period. If exercised, the Period of Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

Additional Site Solution – Thermal Printers - The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP IAW PD Section 1.4.4.

1 LO NSP NSP

8001-1

Base Period: Additional Site Solution – Thermal Printers - The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP IAW PD Section 1.4.4.

Shall be delivered within 45 days after exercise of optional task.

PSC: 7E21

Up to 20 EA $ $

8001-2

Option Period One: Additional Site Solution – Thermal Printers

- The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP IAW PD Section 1.4.4.

Up to 20 EA $ $

Shall be delivered within 45 days after exercise of optional task.

PSC: 7E21

8001-3

Option Period Two: Additional Site Solution – Thermal Printers

- The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP IAW PD Section 1.4.4.

Shall be delivered within 45 days after exercise of optional task.

PSC: 7E21

Up to 20 EA $ $

8001-4

Option Period Three: Additional Site Solution – Thermal Printers

- The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP IAW PD Section 1.4.4.

Shall be delivered within 45 days after exercise of optional task.

PSC: 7E21

Up to 20 EA $ $

8001-5

Option Period Four: Additional Site Solution – Thermal Printers

- The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100

Up to 20 EA $ $ throughout the PoP IAW PD Section 1.4.4.

Shall be delivered within 45 days after exercise of optional task.

PSC: 7E21

Optional Task Four Total $ Optional Task Five

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to 500 times throughout the Period of Performance. If exercised, the Period of

Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

Additional Site Solution – Warranty and Maintenance IAW PD Section 1.4.5

1 LO NSP NSP

9001-1

Base Period: Additional Site Solution – Warranty and Maintenance. The Contractor shall provide warranty and maintenance support IAW PD Section 1.4.5.

PoP: Shall align to the period exercised in and not exceed a total of 12 months per Option Period.

PSC: 7E21

Up to

100 EA $ $

9001-2

Option Period One: Additional Site Solution – Warranty and Maintenance. The Contractor shall provide warranty and maintenance support IAW PD Section 1.4.5.

PoP: Shall align to the period exercised in and not exceed a total of 12 months per Option Period.

PSC: 7E21

Up to

100 EA $ $

9001-3 Option Period Two: Additional Site Solution – Warranty and

Maintenance. The Contractor shall provide warranty and maintenance support IAW PD Section 1.4.5.

PoP: Shall align to the period exercised in and not exceed a total of 12 months per Option Period.

PSC: 7E21

9001-4

Option Period Three: Additional Site Solution – Warranty and Maintenance. The Contractor shall provide warranty and maintenance support IAW PD Section 1.4.5.

PoP: Shall align to the period exercised in and not exceed a total of 12 months per Option Period.

PSC: 7E21

Up to

100 EA $ $

9001-5

Option Period Four: Additional Site Solution – Warranty and Maintenance. The Contractor shall provide warranty and maintenance support IAW PD Section 1.4.5.

PoP: Shall align to the period exercised in and not exceed a total of 12 months per Option Period.

PSC: 7E21

Up to

100 EA $ $

Optional Task Five Total $ Optional Task Six

IAW FAR 52.217-7, “Option for Increased Quantity-Separately Priced Line Item,” this Optional Task may be exercised up to two times throughout the Period of Performance. If exercised, the Period of

Performance shall be up to 12 months and shall not exceed the overall PoP. Work shall not commence until, and unless, a formal modification is issued by the Contracting Officer.

CLIN Description Qty Unit Unit Price Extended Price

10001 Additional Training IAW PD Section 1.4.6. 1 LO NSP NSP

10001AA

Additional Training Services IAW PD Section 1.4.6.

PSC: 7E21

2 EA $ $

Optional Task Six Total $ Delivery Order Total $

B.5 PRODUCT DESCRIPTION

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Canteen Service

Food Labeling Printers and Portal Solution

Date: May 23, 2024

VA-24-00031181

PD Version Number: 3.0

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA), Veteran Canteen Services (VCS) requires a replacement of its MedVantage food labeling solution. These labels are required for proper compliance with Food and Drug Administration (FDA) regulations. The food labeling solution will allow VCS to ensure food purchased by customers includes FDA-compliant food labels and up-to-date prep labels for employee food safety. The solution shall produce customer-facing nutrient and ingredient labels with price tags for packaged food items in VCS cafes, coffee shops, and retail stores.

The Contractor shall provide an FDA-compliant food labeling full enterprise-based solution (vendor hosted) inclusive of an administrative portal, thermal printers (including all docks and cables required for functionality), tablets and labels. No Contractor installation required.

FedRAMP will not be required.

The FDA-compliant food labeling solution shall be compliant with Title 21 of the Code of Federal Regulations, section 101.11 (21 CFR 101.11), Nutrition labeling of standard menu items in covered establishments. Food labels shall be in a Linear Display for nutrition facts to accommodate small packaging. The solution shall be capable of printing labels on demand that shall include, but is not limited to, the following:

• Nutrition facts

• Ingredients

• Allergen information

• UPCs

• Food best if used by date o Best if used by dates shall automatically calculate based on inputs (for example: inputting ‘3 days’ shall automatically calculate three days from time of label print) o Shall calculate by day and hour

• Received on date

• Costs

Administration Portal The Contractor shall deliver a centrally managed administration portal with a single interface to update menus, labels, and pricing, access roles and permissions, access data and reporting, and food & menu information. Portal interface shall be organized in a logical and clear manner that shall allow ease of label updates and maintenance by the administrators in VCS Whole Health & Nutrition Division. Changes made to menus, labels, and pricing shall be updated in real time within the administration portal.

The administration portal shall be capable of importing, reading, and updating information from .csv and Microsoft Excel files. The portal shall be capable of uploading and storing media files such as recipe cards and instructional videos. Media content shall be capable of being made available to all connected devices for employee/user education. Media files include MP4 video files and Portable Document Format (PDF) files.

Changes made within the administration portal shall be capable of transmitting updates at an enterprise-level to all connected devices. Changes made within the administrative portal shall not be made available to users and connected devices until they are approved and published by administrators.

The solution shall provide enterprise and store level reporting for analytics of labels printed and media files view counts.

VCS has a preference for the labeling solution’s capability to customize labels with additional icons that indicate gluten free/better for you/climate smart/vegan. Icons shall be customizable at the administrative level only.

Thermal Printers The Contractor shall provide a quantity of 200 high speed thermal label printer solutions with required power supply and peripherals for functionality. The thermal label printer solution shall be capable of printing both label types detailed below without requiring end users to swap different label types on a single printer. Of the 200 thermal printer solutions, it is anticipated that the majority of sites, see Attachment A, require one thermal printer solution be delivered per site with an estimated 10-20 sites requiring two thermal printer solutions.

The Contractor shall provide an additional 20 thermal printer units that shall be made a part of an Advanced Exchange Depot (APS) program that the Contractor shall provide storage and manage of this "seed stock" to ship out replacement Printers next day to locations with broken/damaged equipment. The Contractor will notify VCS Whole Health & Nutrition Division when “seed stock” is below a 2-printer solution threshold. At that time, the Government may exercise Optional Task One to replenish the “seed stock.”

Printer solutions shall be easily interchangeable with replacement devices that do not require VCS to return the entire unit so as not to disrupt operations. All thermal printers shall meet the following requirements:

• Batch printing and reprint of labels

• Print a variety of label sizes but shall be able to support:

o Min 4x2 inch, Max 6x2 inch - front of the house retail labels o Min 1x1 inch, Max 2x2 inch - back of the house prep labels

• Shall be able to print both label types without the need to change the label roll

• Between 200-300 dots per inch (DPI) Resolution

• Automatic Feed

• Open Paper Path

• Minimum Print speed between 4-6 inches per second

• Power supply to printer unit to be protected against water damage and spills;

• Shall connect to devices through direct wifi o Bluetooth connection is acceptable if a single printer for all labels.

• Dimensions (not greater than) o 12.0″W x 11.0″D x 10.0″H

Label Requirements

The Contractor shall provide customizable direct thermal labels to include the VCS logo, provided by VCS, on all delivered labels. The Contractor shall adjust the label design if required by VCS during the period of performance. All labels shall be easily removable without leaving residue. Labels shall be white, printed monochromatic and have easily scannable barcodes.

Barcode information shall be input by VCS into the portal. Compatible barcodes on labels shall include:

• UPC-A

• UPC-E

• Code 128 - Any Length

The Contractor shall deliver 2000 each, per location, of house retail and house prep labels to each VCS location identified in Attachment A.

• Label sizes shall be:

o Min 4x2 inch, Max 6x2 inch - front of the house retail labels o Min 2x1 inch, Max 2x2 inch - back of the house prep labels

Contractor shall become Electronic Data Interchange (EDI) compliant to receive future label orders through VCS canteens. The following are EDI transactions that VCS utilizes:

850 Purchase Order Required for all suppliers currently receiving manual orders from VCS through faxed or emailed purchase orders.

810 Electronic Invoicing Required for all VCS suppliers

997 Inbound/Outbound Functional Acknowledgement Required for all VCS suppliers

856 Advanced Shipping Notice (ASN) including UCC-128 Bar Code label Required for all VCS suppliers

812 Electronic Credit/Debit Required for all VCS suppliers

855 Purchase Order Acknowledgement – change notification Required for all VCS suppliers

860 Purchase Order change – initiated by the buyer Required for all VCS suppliers

Tablet Device and Connection Requirements

The Contractor shall provide all required peripherals and tablet devices necessary for each canteen to connect to and access the portal to print labels. The Contractor’s solution shall have separately provided tablet devices for end users to connect to the portal. A total of 200 tablet devices shall be provided. Of the 200 tablet devices, it is anticipated that the majority of sites, see Attachment A, require one tablet device be delivered per site with an estimated 10-20 sites requiring two tablet devices. Devices shall have touchscreen features for accessing the food labeling portal and printing labels. The food labeling portal shall be capable of functioning on the Contractor’s provided tablet devices and thermal printing solution. The Contractor’s solution and/or devices shall comply and maintain compliance with the OIT Technical Reference Model

(VA TRM).

The Contractor shall provide an additional 20 tablet devices that shall be made a part of an APS program that the Contractor shall provide storage and manage of this "seed stock" to ship out replacement devices next day to locations with broken/damaged equipment. The Contractor will notify VCS Whole Health & Nutrition Division when “seed stock” is below a two-device threshold. At that time, the Government may exercise Optional Task Two to replenish the “seed stock.”

1.1 DELIVERY, CONFIGURATION, AND ROLLOUT

Delivery shall be completed in a phased approach. Phase 1, the Contractor shall deliver its solution for a single location to the VCS Central Office (VCSCO) and up to four additional locations that will be coordinated with the Contractor at time of award. The Contractor shall be available to support VCS in troubleshooting and initial configuration of the devices and portal.

The Contractor shall conduct the initial upload all food label information provided by VCS into its portal solution.

Upon acceptance of successful delivery and functionality of Phase 1, the Contractor shall deliver its solution to the remaining VCS locations in Phase 2. Please see Attachment A for a list of the VCS locations.

All delivery shall include tracking information to VCS. Delivery of devices shall include set-up instructions in both physical and electronic format.

1.2 WARRANTY AND MAINTENANCE SUPPORT

The Contractor shall ensure the food label solution technology lifecycle, inclusive of all seed stock, is maintained throughout the PoP. The Contractor shall provide maintenance support including all upgrade/update releases, modifications to software/firmware, periodic updates, firmware, drivers, bug fixes, patches, hotfixes, and related documentation. If at any time following installation, the solution becomes inoperable or requires maintenance, whether discovery is by the Contractor or VA, the Contractor shall provide necessary patches to ensure its continuous operation, in accordance with the functionalities, capabilities, and requirements defined herein.

The Contractor shall provide Help Desk support services and technical support during normal business hours Monday through Friday 9 a.m. to 5 p.m. Central Standard Time (CST) throughout the PoP. A self-service portal, email and phone number shall be provided by the Contractor to report, track and view incidents. In the event any updates to the solution results in an update to user guides, the Contractor shall provide updated aforementioned user guides.

The Contractor shall notify VA of any software or firmware updates within one week of publication of any general availability release. Prior to any maintenance actions, the Contractor shall identify and coordinate with the COR and hosting environment point of contact (POC) for approval to implement any maintenance actions to ensure any updates, patches and fixes will not impact the operations of the hosting environment. Any planned maintenance shall occur during typical off business hours so as not to disrupt VA VCS operations. VCS off business hours are defined as 9 p.m. to 4 a.m. CST Monday through Friday and 5 p.m. to 7 a.m. CST Saturday and Sunday.

The food labelling administrative portal must be available in a reliable operating manner, with a system uptime of 99.5% to 99.99%, 99.99% uptime is the target goal. The Contractor’s solution shall meet the minimum recovery requirements, Recovery Point Objective (RPO): 24hr;

Recovery Time Objective (RTO): 48hr; Maximum Tolerable Downtime (MTD): 72hr.

The Contractor shall provide its commercial warranty coverage for all hardware and associated peripherals starting when VCS locations receives shipment of unit. The Contractor shall be responsible for providing replacement parts or hardware devices in the event equipment fails under warranty coverage. If the Contractor uses VCS seed stock for warranty replacements, they must replenish seed stock at no cost to VCS. Shall the Contractor notify the VCS that damaged or defected units are required to be shipped back, the Vendor will assume all shipping costs associated with return. Replacements under warranty shall be delivered no later than the next business day of notification to the Contractor. If Contractor does not require the damaged or defect units back, the VCS is authorized to “destroy in field” within the local guidance of the VA Medical Center’s recycling policy.

1.3 TRAINING

The Contractor shall provide virtual instructor led training for up to 10 attendees to the VCSCO for administrative and usability training of the administration portal. The training shall include a comprehensive overview of the solution including at a minimum system functionality, useability and navigation of the solution, features, and operating requirements. Additionally, the training shall provide troubleshooting, establishing roles and hierarchy with details on how to administer, maintain and optimize the solution. As part of the training, the Contractor shall provide all related user guides for the solution.

The Contractor shall provide web-based training for users and administrators to ensure continuous sustainment and knowledge. The web-based training shall be available to users and administrators anywhere, any-time via the internet. The training shall include system functionality, usability and navigation, and critical configuration functions.

The Contractor shall provide to the Government all access and/or links for hosting the training.

1.4 OPTIONAL TASKS

1.4.1 OPTIONAL TASK ONE – Replacement Thermal Printers

The Contractor shall provide replacement printer units up to a quantity of 100 per year.

1.4.2 OPTIONAL TASK TWO – Replacement Tablet Devices

The Contractor shall provide replacement tablet devices up to a quantity of 100 per year.

1.4.3 OPTIONAL TASK THREE – Device Protective Cases

The Contractor shall provide protective cases for its tablet devices. Protective cases shall be compatible with the tablet device and protect against accidental drops, shock absorption, and spills. The case shall have port covers to block debris from getting into jacks and ports. The case shall ensure all buttons, speakers, cameras, and sensors shall be accessible. The Contractor shall provide protective cases not to exceed 1000 throughout the PoP.

1.4.4 OPTIONAL TASK FOUR – Additional Site Expansion

The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP.

1.4.5 OPTIONAL TASK FIVE – ADDITIONAL WARRANTY AND

MAINTENANCE SUPPORT

The Contractor shall provide warranty and maintenance support as described in PD paragraph

1.2 for thermal printers exercised under Optional Task One and Two throughout the PoP.

1.4.6 OPTIONAL TASK SIX – ADDITIONAL TRAINING

The Contractor shall perform all the tasks identified in Section 1.3. This Optional task may be exercised up to two times throughout the PoP.

1.7 OPTION PERIODS ONE THROUGH FOUR

If an Option Period is exercised by the VA, the Contractor shall perform all tasks identified in Section 1.2.

1.8 PERIOD OF PERFORMANCE

The period of performance is 12 months from date of award with four 12-month option periods and six optional tasks. The overall PoP shall not exceed 60 months.

Equipment for Phase 1 shall be delivered within 45 days from date of award. Configuration and training shall be completed within 30 days from completion of Phase 1 delivery. Equipment for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

Optional Task One is for replacement Thermal Printers. Optional Task One may be exercised up to 100 times in the base and each option period. Delivery of Optional Task One shall be within 5-7 business days of exercise.

Optional Task Two is for replacement Tablet Devices. Optional Task Two may be exercised up to 100 times in the base and each option period. Delivery of Optional Task Two shall be within 5-7 business days of exercise.

Optional Task Three is for Device Protective Cases. Optional Task Three may be exercised up to 1000 times throughout the PoP. Delivery of Optional Task Three shall be within withing 5-7 business days of exercise.

Optional Task Four is for Additional Site Expansion and may be exercised up to 100 times throughout the PoP. Delivery of Optional Task Two shall be within 45 days of exercise.

Optional Task Five is for warranty and maintenance support for any additional thermal printers exercised shall align to the period exercised in and not exceed a total of 12 months per Option Period.

Optional Task Six is for additional training and may be exercised up to two times throughout the PoP.

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION

TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board:

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology…