36C10D26Q0144.docx

PAGE 1 OF

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 SERVICES

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

VA

F36B304-26-0000011 36C10D26Q0144 07-15-2026 Josh Gallien 413-584-4040 07-30-2026 13:30

EDT

00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006 X X 561621 $25 Million N/A X Department of Veterans Affairs Veterans Benefits Administration Providence Regional Office 380 Westminster Street Providence

RI

02903 00101 Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington

DC

20006

See Section A.3 for Invoicing Instructions.

See CONTINUATION Page This solicitation is for the acquisition of Physical Access Control System (PACS) maintenance in accordance with the Statement of Work at the Providence Regional Office.

This requirement is being Solicited as a Service Disabled Veteran Owned Small Business (SDVOSB) set-aside on the open market.

All questions pertaining to this solicitation shall be submitted VIA email to Joshua.Gallien@va.gov no later than 24-July-2026 at 4:00 PM EST. Questions shall be answered VIA amendment to the solicitation.

All solicitation responses shall be submitted VIA email to Joshua.Gallien@va.gov no later than 30-July-2026 by 1:30 PM

EST.

See CONTINUATION Page X X Joshua Gallien

VA-VBA-2024-0011

Table of Contents

A.2 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: To Be Determined

b. GOVERNMENT: Contracting Officer 36C10D Josh Gallien Department of Veterans Affairs Veterans Benefits Administration Acquisition Directorate 1800 G Street NW Washington DC 20006

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:

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.

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

A.3 INVOICE INSTRUCTIONS

General invoicing instructions are included here.

Please ensure that when the invoice is submitted in Tungsten by a contractor employee that the PO# is used and please include the respective Contract line-item number (CLIN) which is being invoiced, such as 0001. Please also ensure that the uploaded invoice document’s description matches the contract’s line-item number information such as: Item number 0001, Quantity, Unit of issue, Unit Price, Extended Price and Period of Performance. Failure to follow these instructions will result in a rejection of the invoice by the VA Financial Service Center personnel.

GOVERNMENT INVOICE ADDRESS:

TUNGSTEN (OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THROUGH AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Please include in all invoices the Contract Number.

All invoices need to also be submitted using the same line-item format in the contract or order.

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

1. VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-Invoice Set-up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

· Tungsten e-Invoice setup information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@tungsten-network.com

· VA TUNGSTEN Number: AAA544240062

· FSC e-Invoice contact information: 1-877-353-9791

· FSC e-Invoice email: vafsccshd@va.gov

· FSC Internet: http://www.fsc.va.gov/einvoice.asp Page 1 of Page 1 of

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

In accordance with the Performance Work Statement (section 8 & 9) the contractor shall provide quarterly preventative maintenance inspections.

Contract Period: Base POP Begin: 08-24-2026 POP End: 08-23-2027 PRINCIPAL NAICS CODE: 561621 - Security Systems Services (except Locksmiths) PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement the contractor shall Controlled Power Outages (section 10).

POP Begin: 08-24-2026 POP End: 08-23-2027

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

Estimated Quantities: In accordance with the Performance Work Statement (section 11) the contractor shall provide an estimated number of six (6) emergency services inspections per contract year.

POP Begin: 08-24-2026 POP End: 08-23-2027

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

(Optional Task: Option to upgrade major version updates) - separately priced line item, this Optional Task may be exercised at the Government's discretion at an estimated quantity of 1 EA at a time.) This 6 EA represents the total estimated quantity that the government may exercise this task. This optional task may be exercised by the Government at any time during the entire life of the contract.

NOTE: This is an estimated quantity.

In accordance with Statement of Work section 12, Installation of all Government selected Software version UPGRADES (major version changes) to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer.

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement (section 8 & 9) the contractor shall provide quarterly preventative maintenance inspections.

Contract Period: Option 1 POP Begin: 08-24-2027 POP End: 08-23-2028

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement the contractor shall Controlled Power Outages (section 10).

POP Begin: 08-24-2027 POP End: 08-23-2028

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

Estimated Quantities: In accordance with the Performance Work Statement (section 11) the contractor shall provide an estimated number of six (6) emergency services inspections per contract year.

POP Begin: 08-24-2027 POP End: 08-23-2028

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement (section 8 & 9) the contractor shall provide quarterly preventative maintenance inspections.

Contract Period: Option 2 POP Begin: 08-24-2028 POP End: 08-23-2029

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement the contractor shall Controlled Power Outages (section 10).

POP Begin: 08-24-2028 POP End: 08-23-2029

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

Estimated Quantities: In accordance with the Performance Work Statement (section 11) the contractor shall provide an estimated number of six (6) emergency services inspections per contract year.

POP Begin: 08-24-2028 POP End: 08-23-2029

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement (section 8 & 9) the contractor shall provide quarterly preventative maintenance inspections.

Contract Period: Option 3 POP Begin: 08-24-2029 POP End: 08-23-2030

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement the contractor shall Controlled Power Outages (section 10).

POP Begin: 08-24-2029 POP End: 08-23-2030

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

Estimated Quantities: In accordance with the Performance Work Statement (section 11) the contractor shall provide an estimated number of six (6) emergency services inspections per contract year.

POP Begin: 08-24-2029 POP End: 08-23-2030

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement (section 8 & 9) the contractor shall provide quarterly preventative maintenance inspections.

Contract Period: Option 4 POP Begin: 08-24-2030 POP End: 08-23-2031

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

In accordance with the Performance Work Statement the contractor shall Controlled Power Outages (section 10).

POP Begin: 08-24-2030 POP End: 08-23-2031

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

Estimated Quantities: In accordance with the Performance Work Statement (section 11) the contractor shall provide an estimated number of six (6) emergency services inspections per contract year.

POP Begin: 08-24-2030 POP End: 08-23-2031

PRODUCT/SERVICE CODE: J063 - Maintenance, Repair, and Rebuilding of Equipment - Alarm, Signal, and Security Detection Systems

36C10D26Q0144 NOTE: Any quantities that are stated as estimated quantities are not-to-exceed line items. The contractor shall only be paid for actual quantities/services rendered. No- adjustment to quantities, estimated or otherwise, shall be made without an official task order modification. The schedule represents the quantities estimated to be ordered over the delivery period. If the actual quantity of the unit-priced item varies more than 15 percent above or below the estimated quantity, the contracting officer will consider an adjustment in the task order price, which may be executed with a bilateral modification. At the end of the period of performance and after the contractor submits the final invoice for that period, the CO will issue a unilateral modification that specifies actual quantities and deobligates any excess funding.

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B.2 STATEMENT OF WORK

Department of Veterans Affairs (VA) Veterans Benefits Administration (VBA) Statement of Work (SOW) Physical Access Control System (PACS) Preventative Maintenance

1. SCOPE:

The Contractor shall provide all personnel, equipment, tools, material, supervision, transportation and quality control necessary to perform preventative maintenance, inspections and updates/upgrades to the Physical Access Control System (PACS) equipment at the Department of Veterans Affairs, (Veterans Benefits Administration – Providence Regional Office.

2. PLACE OF PERFORMANCE / HOURS OF OPERATION:

2.1 Providence Regional Office, 380 Westminster Street Providence, RI 02903

2.2 Normal Business Hours are 8:00 AM EST to 4:00 PM EST

2.3 Work at the site will not take place on Federal Holidays or weekends.

2.4 If a Federal Holiday falls on a day scheduled for services, the services will resume the next official workday between the scheduled hours.

2.5 Contractor will contact the facility Point of Contract (POC) at least one hour prior to arrival at the station by calling the POC’s direct extension.

3. PERIOD OF PERFORMANCE:

The period of performance shall be one (1) base year (12 months) with four (4) potential (1) annual option years to be exercised at the discretion of the Contracting Officer.

4. Government Furnished Equipment: N/A

5. Definitions:

5.1 Business days – Monday through Friday excluding Federal Holidays

6. POST AWARD – MEETINGS / PROGRESS MEETINGS:

The contractor shall attend (virtually) any post award meetings convened by the Contracting Officer (CO), Contract Specialist (CS) or facility POC. Meetings shall discuss contract performance, lessons learned, issues identified or any other topic deemed necessary by the Government.

7. CONTRACTOR QUALIFICATIONS:

The contractor or subcontractor shall be an approved reseller and manufacturer-authorized technician for Genetec Physical Access Control Center and HID smart card readers for the duration of the contract term.

8. PREVENTATIVE MAINTENANCE:

8.1 The Contractor shall provide services required under this contract within normal business hours except on recognized federal holidays or when the Government facility is closed due to local/national emergencies, administrative closures, or similar Government directed facility closings. The first inspection shall take place within 30 business days of the period of performance start date, each following inspection will take place every three (3) months, unless otherwise approved by the facility POC.

8.2 The Government does not currently have an active support agreement with Genetec, the contractor shall be responsible for all support agreements.

8.3 Provide preventative maintenance on a day mutually agreed on by the Government and the contractor for the devices indicated on the Equipment Inventory List.

Equipment List:

8.4 The vendor shall conduct a complete inventory during the initial preventative maintenance service to provide and validate equipment quantities, locations, serial numbers, firmware versions. Software versions, battery age and warranty status. Inventory shall be provided with the inspection documentation.

8.5 Four (4) times a year (quarterly) - Verify functionality of access control doors, duress/panic buttons and head end equipment.

8.6 Four (4) times a year (quarterly) - Perform back up of the system database.

8.7 Four (4) times a year (quarterly) – Conduct software maintenance and functionality tests to include installation of software & firmware updates / patches to all equipment.

8.8 Provide manufacturer software technical help desk support and update support as needed at no additional cost to the Government.

8.9 Four (4) times a year (quarterly) - Perform preventive maintenance inspections of the security system.

Maintenance inspection shall include but not limited to:

a) Operational testing of all PACS equipment.

b) Load Testing of all power supplies and back-up batteries in all systems,

c) Cleaning and adjusting of all equipment

d) Checking equipment for loose mountings or connections, adjusting electric locks, etc.

8. PREVENTATIVE MAINTENANCE REPORTING:

8.1 Within five (5) business days of the inspection date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:

a) Name of Employee/s providing services

b) Date and time of service

c) Operational test results to include but not limited to access control doors/panic buttons.

1. All deficiencies shall include type, location, part number, test results, itemized quote for repair and estimated duration of recommended repairs.

d) Results of power supply and back-up battery tests.

1. All deficiencies shall include type, location, part number, test results itemized quote for repair and estimated duration of recommended repairs.

e) Equipment Adjustments.

1. List, locations, part numbers, and adjustments made.

f) System database back-up.

1. Date and time of back-up.

g) Software maintenance / function check.

1. Software manufacturer’s name, software name, software version prior to update, software version after update.

h) Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.

9. CONTROLLED POWER OUTAGES:

9.1 The Contractor shall perform as part of Preventative Maintenance two (2) scheduled Controlled Power Outages per period of performance whereby the security system would be powered down in an orderly fashion in preparation of the event of an extended power outage and then safely restore the security system to full operation.

9.2 The first controlled power outage shall take place within 60 business days of the period of performance start date. The second inspection will take place within six (6) months after the initial outage, unless otherwise approved by the facility POC.

9.3 Report:

Within five (5) business days of the controlled power outage date, the Contractor shall prepare and submit to the facility POC an electronic report and shall include but not limited to:

a) Name of Employee/s providing services

b) Date and time of service

c) Results of power outage, to include deficiencies

d) Description of service needed to correct identified deficiencies, and itemized cost estimate (parts and labor) to correct deficiencies.

9.4 In the event additional Controlled Power Outages per the period of performance are required, and the Contractor shall provide pricing for those additional Controlled Power Outages beyond the included two (2) for each priced period of performance.

10. EMERGENCY INSPECTION SERVICES:

10.1 The Contractor shall provide emergency services inspections that includes inspecting and troubleshooting the PACS system equipment as appropriate to determine the cause of the problem(s) and actions needed to restore the system equipment.

a) Contractors shall respond to Government calls for emergency services throughout the period of performance. The contractor shall be available to respond to service calls 24 hours a day, 7 days a week, 365 days a year.

b) Emergency services must be initiated, by the contractor, within 4 Hours of the Government service call unless otherwise specified by the facility POC.

c) Contractor shall provide an estimated quantity of six (6) emergency services per contract year.

d) Contractor shall submit a report to the facility POC, within 48 hours of the emergency service, outlining at a minimum:

i. Date/time of service call and inspection

ii. Duration of inspection

iii. Location where services were provided (floor, room, address etc.)

iv. Description of services provided

v. If repairs or maintenance are required to restore the equipment functionality, the contractor shall provide the facility POC with an itemized quote stating at minimum:

a. Location of repairs needed

b. Description of proposed repair(s) or maintenance service(s),

c. Itemized cost estimate identifying material (to include manufacturer part numbers) and labor costs for performing repair(s) or maintenance

d. Estimated duration for the repair(s) or maintenance to be completed.

11. OPTIONAL TASK – UPGRADE:

11.1 Optional Task Upgrade (Major Version Changes): Installation of all Government selected Software version UPGRADES (major version changes) to any PACS equipment outlined in the Equipment List that has version upgrades available from the software manufacturer. Version upgrades shall include all patches and updates provided to the Government “Provided” means downloaded, installed & configured, by the contractor, onto applicable PACS computer/equipment. The Government reserves the right to unilaterally exercise the applicable line-item to exercise this optional upgrade task.

11.2 Upon exercising the optional Upgrade task line-item the contractor shall complete the installation within 120 calendar days of contract modification.

Within five (5) business days of the completed upgrade, the Contractor shall prepare and submit to the facility POC an electronic report including but not limited to:

a) Software manufacture’s name

b) Software name

c) Software version prior to the upgrade and software version after the upgrade

d) Date and time of upgrade

e) Technician/s preforming the upgrade.

12. SECURITY:

All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C.§552a, 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. See attached VA 6500.6 Appendix C which is incorporated in the resulting task order to ensure appropriate security controls are in place.

Contractor Personnel Security Any individual who requires access to the VA site(s), personally identifiable information (PII) and/or access to VA local area network (LAN) systems shall be the subject of a favorable fingerprint check (SAC) adjudicated by VBA Personnel Security Office (PERSEC). Individuals are required a background investigation and must receive a favorable adjudication from the VA Personnel Security and Adjudication Center (PSAC). These requirements are applicable to all sub-contractor personnel requiring any Background Investigation (BI) conducted by Defense Counterintelligence Security Agency (DCSA).

The level of BI will be in accordance with VA Directive 0710 dated June 4, 2010 and is available at http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FTyp.

Background Investigation: The Contractor employee level of BI required for this effort is:

Low Risk (T1) Security – Employees Moderate Risk (T2) – Managers and Directors Note: The position sensitivity should reflect the results from the completion of the PDAT versus the title of the individual.

Investigation Documents: Immediately after contract award, the COR will provide the Contractor with the following background investigation documents to be completed by the Contractor and returned thru the COR to VBA PERSEC to begin the background investigations process for all contract employees working on the contract who will have access to VA/VBA facilities, VA systems, or privacy data:

1. Background Investigation Request Worksheet

1. Optional Form 306 – Declaration of Federal Employment

1. VBA Contractor Fingerprint Request Form

1. VA Form 0710 – Authorization for Release of Information Fair Credit Report (if T2 or higher)

1. (SC) Self-Certification Form (if applicable)

1. VA Form 0711 – Request for Personal Identity Verification Card

1. SIC Contractor Background Request Form (unsigned)

Submitting Completed Package: Upon receipt of documents listed in above from the COR, the COR will submit the background investigation package to VBA’s Personnel Security Specialist. Upon notification of favorable fingerprint results, the COR should request the official VA email account and will be notified of all background investigation requirements preventing the Contractor from an immediate onboard. Thereafter, the Contractor shall receive an email notification from DCSA including detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. e-QIP is an online, internet accessible system, where the Contractor employee shall complete the security questionnaire required for OPM to process background investigation. Once the e-QIP is released by VBA PERSEC, scheduled by OPM, the Contractor may begin work while the background investigation is ongoing.

Reciprocation: Contractors who have current favorable background investigation previously conducted by OPM or DCSA may be accepted through reciprocation. When a previous personnel security clearance is currently held, it does not preclude the Contractor form submitting a complete Background Investigation Package as stated above to the COR immediately after contract award for all Contractor employees who will be working on the contract.

Pre-Screen: The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S., and are able to read, write, speak, and understand the English language.

Contractor Performance: Contract performance shall not commence before:

1. The VBA has confirmed favorable fingerprint results, or

1. PSAC confirms that it has received the Contractor’s investigative documents, The documents are complete, and that the background investigation information has been released to OPM for scheduling of the background investigation, or

1. VBA or the PSAC has confirmed that the verified investigation will be reciprocated.

Copy of Certificate of Investigation (COI): The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified, of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply, the Contractor personnel security requirements may result in termination of the contract for default.

Responsibility: The Contractor shall be responsible for the actions of those contract and subcontract employees it provides to perform work for the VBA. In the event damage arises from work performed by Contractor employees the Contractor will be responsible for resources necessary to remedy the incident.

Vendor Selection: Should the Contractor use a vendor other than OPM or DCSA to conduct background investigations, the investigative company must be certified by OPM/DCSA to conduct Contractor background investigations. The Vendor Cage Code number must be provided to the VA PSAC, which will verify the information and conclude whether access to the Government’s site(s) and/or VA LAN systems can be granted.

Investigative History: The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or DCSA.

Government Responsibilities:

1. After the VBA PERSEC has quality controlled the BI package from the Contractor, the VBA PERSEC will send a courtesy e-mail notification to the Contractor and the COR identifying the e-QIP email from DCSA including detailed instructions regarding completion of the BI application process and the level of background that was requested.

1. Upon receipt of required background investigative documents, VBA PERSEC will review the background investigative documents for completion and initiate the background investigation by forwarding the background investigative documents to OPM to conduct the BI. If the background documents are not complete, VBA PERSEC will notify the Contractor and COR of deficiencies and include corrective instructions.

1. VBA PERSEC will pay for background investigations and reciprocals processed through the VA PSAC and conducted by OPM in advance.

1. The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the BI has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government.

Training

a. All Contractor and sub-contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks:

· Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems.

· 2) Successfully complete any cyber security and privacy training as required for VA personnel with equivalent information and/or system access.

b. The Contractor shall provide to the Contracting Officer a copy of the training certificates and signed Rules of Behavior for each applicable employee within one week days from the date TMS access is granted and annually thereafter, as required. These online courses are located at https://www.tms.va.gov/learning/user/login.jsp.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(d) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(e) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence. Examples of occurrences include acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark, or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable;

(D) Contractor point of contact; and

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(5) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by FAR part 33 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see FAR part 32).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a termination for cause.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures for interest credits prescribed in FAR part 32 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon—

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. The Government will send a cure notice to the Contractor, unless the reason for the termination is late delivery. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered under this contract are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Government-financed air transportation; and 41 U.S.C. chapter 21 relating to procurement integrity.

(r) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Disputes, Payments, Invoice, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) Other contract clauses incorporated in the solicitation or contract;

(4) Addenda to this solicitation or contract,

(5) Solicitation provisions incorporated in the solicitation.

(6) Other paragraphs of this clause.

(7) Other documents, exhibits, and attachments; and

(8) The specification.

(s) Unauthorized obligations.

(1) Except as stated in paragraph (s)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government-authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (s)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(t) Comptroller General examination of record. This paragraph applies if this contract was awarded using other than sealed bid procedures and is in excess of the simplified acquisition threshold on the date of award of this contract.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices, at all reasonable times, the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR part 4, longer period required by statute, or periods specified in other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This clause does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(u) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause) ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have 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…