36C10X21Q0049 - COMBINED SS - ANNUAL INVENTORY SERVICES.pdf

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

1. GENERAL INFORMATION

Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C10X21Q0049 Posted Date: 01/06/2021 Original Response Date: 01/14/2021 11:00 PM Eastern Current Response Date: 01/14/2021 11:00 PM Eastern Product or Service Code: R610 Set Aside: SDVOSB NAICS Code: 541614 – Process, Physical Distribution, and Logistics Consulting Services. Size standard is $16.5 million

Contracting Office Address Strategic Acquisition Center—Frederick (SAC-F) Department of Veterans Affairs 5202 President’s Court, Suite 103 Frederick, MD 21703

Description

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; “quotations” are being requested, and a written solicitation document will not be issued.

(ii) This solicitation is a request for quotations (RFQ) 36C10X21Q0049.

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2020-09.

(iv) Midwest Consortium (Midcon) Annual Inventory Services

(v) This first page is to be removed upon award and replaced with a SF1449 and table of contents.

Questions are due by 11:00 AM EST, January 11, 2021. Any questions received after this date may not be answered.

Name and contact information for information regarding the solicitation:

Wanda Y. Edwards, Contracting Officer, Department of Veterans Affairs, SAC-F, Wanda.Edwards@va.gov and Carey.Kauzlarich@va.gov

All interested companies shall provide quotations for the following:

mailto:Wanda.Edwards@va.gov mailto:Carey.Kauzlarich@va.gov

36C10X21Q0049

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C10X Wanda Y. Edwards

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

B.2 INVOICING INSTRUCTIONS

1. Submission - In accordance with VAAR Clause 852.232-72 Electronic Submission of

Payment Requests, all invoices shall be submitted electronically. A copy of all invoices shall be provided to the contracting POC identified in section B.1.

Tungsten (fka OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

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.

• 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.

• 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.

http://www.tungsten-network.com/US/en/veterans-affairs/ 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

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

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

• http://www.fsc.va.gov/einvoice.asp

COMMUNICATIONS:

• https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests

• http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

2. Submission of Proper Invoice - The following data must be included in an invoice for it to constitute a proper invoice:

a. Name and address of the contract

b. Invoice date and number

c. IFCAP Purchase Order No.: TBD

d. Contract No. TBD

e. Item number, description, quantity, unit of measure, price, extended price and a total of supplies delivered or services performed.

1. Cumulative billing (per line item and total)

2. Final invoices must be marked ‘FINAL INVOICE’

3. Proof of supplies delivered or services performed MUST also be provided.

Signature, printed name and title of Government receiving official and date of delivery or performance period must be included.

INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS SHALL BE REJECTED.

3. Contractor Remittance Address – All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

[] 52.232-36, Payment by Third Party

4. Invoices: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly mailto:VA.Registration@tungsten-network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests https://www.federalregister.gov/articles/2012/11/27/2012-28612/va-acquisition-regulation-electronic-submission-of-payment-requests http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily

5. 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.

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(See Section B.2 Invoicing/Payment)

Austin TX 78714-8917

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

AMENDMENT NO DATE

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

1.00 LT _______________

ANNUAL INVENTORY

5000 ASSETS OR LESS

Contract Period: Base POP Begin: 01-25-2021 POP End: 01-24-2022

ANNUAL INVENTORY

5001 TO 10,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

10,001 TO 15,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

15,001 TO 20,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

20,001 TO 25,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

25,001 TO 30,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

30,001 TO 35,000 ASSETS

Contract Period: Base POP Begin: 01-25-2021

ANNUAL INVENTORY

35,001 TO 40,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

40,001 TO 45,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

45,001 TO 50,000 ASSETS

Contract Period: Base

ANNUAL INVENTORY

50,001 TO 55,000 ASSETS

Contract Period: Base

ADDITIONAL ASSETS UP TO 500 OVER THE INITIAL

INVENTORY

Contract Period: Base

ADDITIONAL ASSETS UP TO 1000 OVER THE INITIAL

INVENTORY

Contract Period: Base

ANNUAL INVENTORY

5000 ASSETS OR LESS

Contract Period: Option 1 POP Begin: 01-25-2022 POP End: 01-24-2023

ANNUAL INVENTORY

5001 TO 10,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

10,001 TO 15,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

15,001 TO 20,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

20,001 TO 25,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

25,001 TO 30,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

30,001 TO 35,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

35,001 TO 40,000 ASSETS

Contract Period: Option 1

40,001 TO 45,000 ASSETS

Contract Period: Option 1 POP Begin: 01-25-2022

ANNUAL INVENTORY

45,001 TO 50,000 ASSETS

Contract Period: Option 1

ANNUAL INVENTORY

50,001 TO 55,000 ASSETS

Contract Period: Option 1

ADDITIONAL ASSETS UP TO 500 OVER THE INITIAL

INVENTORY

Contract Period: Option 1

ADDITIONAL ASSETS UP TO 1000 OVER THE INITIAL

INVENTORY

Contract Period: Option 1

ANNUAL INVENTORY

5000 ASSETS OR LESS

Contract Period: Option 2 POP Begin: 01-25-2023 POP End: 01-24-2024

ANNUAL INVENTORY

5001 TO 10,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

10,001 TO 15,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

15,001 TO 20,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

20,001 TO 25,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

25,001 TO 30,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

30,001 TO 35,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

35,001 TO 40,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

40,001 TO 45,000 ASSETS

Contract Period: Option 2

ANNUAL INVENTORY

45,001 TO 50,000 ASSETS

Contract Period: Option 2

50,001 TO 55,000 ASSETS

Contract Period: Option 2 POP Begin: 01-25-2023

ADDITIONAL ASSETS UP TO 500 OVER THE INITIAL

INVENTORY

Contract Period: Option 2

ADDITIONAL ASSETS UP TO 1000 OVER THE INITIAL

INVENTORY

Contract Period: Option 2

ANNUAL INVENTORY

5000 ASSETS OR LESS

Contract Period: Option 3 POP Begin: 01-25-2024 POP End: 01-24-2025

ANNUAL INVENTORY

5001 TO 10,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

10,001 TO 15,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

15,001 TO 20,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

20,001 TO 25,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

25,001 TO 30,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

30,001 TO 35,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

35,001 TO 40,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

40,001 TO 45,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

45,001 TO 50,000 ASSETS

Contract Period: Option 3

ANNUAL INVENTORY

50,001 TO 55,000 ASSETS

Contract Period: Option 3

ADDITIONAL ASSETS UP TO 500 OVER THE INITIAL

INVENTORY

Contract Period: Option 3

ADDITIONAL ASSETS UP TO 1000 OVER THE INITIAL

INVENTORY

Contract Period: Option 3 POP Begin: 01-25-2024

ANNUAL INVENTORY

5000 ASSETS OR LESS

Contract Period: Option 4 POP Begin: 01-25-2025 POP End: 01-24-2026

ANNUAL INVENTORY

5001 TO 10,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

10,001 TO 15,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

15,001 TO 20,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

20,001 TO 25,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

25,001 TO 30,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

30,001 TO 35,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

35,001 TO 40,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

40,001 TO 45,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

45,001 TO 50,000 ASSETS

Contract Period: Option 4

ANNUAL INVENTORY

50,001 TO 55,000 ASSETS

Contract Period: Option 4

ADDITIONAL ASSETS UP TO 500 OVER THE INITIAL

INVENTORY

Contract Period: Option 4

ADDITIONAL ASSETS UP TO 1000 OVER THE INITIAL

INVENTORY

Contract Period: Option 4

GRAND TOTAL _______________

B.4 STATEMENT OF WORK

Midwest Consortium (Midcon)

VISNs 10, 12, 15 and 23

1. Introduction. Per VA Handbook 7002/1. Annually, a physical inventory of all nonexpendable accountable property and designated sensitive items is required.

2. Scope or Purpose. The purpose of this requirement is to provide annual nonexpendable equipment inventory services for the Department of Veteran Affairs (VA) Midwest Consortium (Midcon) VISNs 10,12, 15, and 23. The Contractor shall furnish all labor, materials, equipment, supervision, and travel to perform a comprehensive fixed equipment inventory/bar code scan (physical inventory) of nonexpendable equipment. Utilizing VA equipment to scan and capture data on all nonexpendable equipment. The service provided shall be performed in such a manner as to assure the safety and welfare of patients, visitors, and staff. Below are the estimated total number of nonexpendable items to be inventoried annually:

VISN Owning Station Name

Estimated Total Items Excluding OI&T Monitors

Estimated Total Items Including OI&T Monitors

10 506: Ann Arbor, MI 23,014 28,996 10 515: Battle Creek, MI 14,676 19,603 10 538: Chillicothe, OH 9,801 12,465 10 539: Cincinnati, OH 15,970 22,272 10 541: Cleveland, OH 35,553 48,310 10 552: Dayton, OH 19,001 24,947 10 553: Detroit, MI 20,223 25,456 10 610: Marion and Fort Wayne, IN 15,805 21,862 10 655: Saginaw, MI 10,244 13,828 10 757: Columbus, OH 11,295 14,946 10 Subtotal 203,853 269,676

12 537: Chicago, IL 17,738 21,933 12 550: Danville, IL 12,022 14,764 12 556: North Chicago, IL 15,387 19,810 12 578: Hines, IL 28,244 35,267 12 585: Iron Mountain, MI 6,735 8,326 12 607: Madison, WI 15,478 21,189 12 676: Tomah, WI 12,457 15,274 12 695: Milwaukee, WI 26,150 35,419 12 Subtotal 134,211 171,982

15 589: Kansas City, MO 13,212 18,200

15 589A4: Columbia, MO 14,412 19,402

589A5: Topeka and Leavenworth, KS 21,177

26,700

15 589A7: Wichita, KS 11,096 16,609 15 657: St. Louis John Cochran, MO 25,979 30,000 15 657A4: Poplar Bluff, MO 5,804 10,048 15 657A5: Marion, IL 13,767 18,570 15 Subtotal 105,447 139,529

23 437: Fargo, ND 9,650 12,488 23 438: Sioux Falls, SD 10,125 13,122 23 568: Fort Meade, SD 12,425 15,770 23 618: Minneapolis, MN 35,720 50,648 23 636: Omaha, NE 21,905 28,414 23 636A6: Des Moines, IA 12,765 16,806 23 636A8: Iowa City, IA 14,908 21,210 23 656: St. Cloud, MN 11,258 14,603

23 Subtotal 128,756 173,115 Grand total Grand total 572,267 758,450

3. Period of Performance. The inventory services shall be available starting

January 25, 2021 for a 12-month base period plus four 12-month option periods.

Dates:

Base Year- January 25, 2021- January 24, 2022 Option Year 1- January 25, 2022- January 24, 2023 Option Year 2- January 25, 2023- January 24, 2024 Option Year 3- January 25, 2024- January 24, 2025 Option Year 4- January 25, 2025- January 24, 2026

4. Place of Performance. To include but not limited to the following locations. All associated facility locations, including Clinics, Regional Offices, VISN Offices, Vet Centers, National Cemeteries, VBA Offices, and Research Offices, are to be included and defined before and during the initial kickoff meeting, Attachment E includes all locations to be identif ied at time of package submission to also fill in the blank for estimated number of offsite locations. Note there are many locations located several miles outside of the main facility area, and it is critical that all locations are identif ied and formally included in the Attachment E when station specific transactions are provided to acquire services.

VISN Station Number Facility Name Facility

Address City State Zip

10 506 Ann Arbor VAMC 2215 Fuller Rd. Ann Arbor MI 48105

10 515 Battle Creek

VAMC

Armstrong Rd. Battle Creek MI 49037

10 538 Chillicothe VAMC 17273 State Route 104 Chillicothe OH 45601

10 539 Cincinnati VAMC 3200 Vine St. Cincinnati OH 45220

10 541

Cleveland VAMC (Louis Stokes Cleveland)

10701 East Blvd. Cleveland OH 44106

10 552 Dayton VAMC 4100 W. Third Street Dayton OH 45428

10 553 Detroit VAMC (John D. Dingell)

4646 John R St. Detroit MI 48201

10 610 Marion and Fort Wayne VAMC

1700 E 38th St. Marion IN 46953

10 655 Saginaw VAMC (Aleda E. Lutz) 1500 Weiss St. Saginaw MI 48602

10 757

Columbus VAMC (Chalmers P.

Wylie)

420 N James Rd. Columbus OH 43219

12 537 Chicago VAMC (Jesse Brown)

820 S Damen Ave. Chicago IL 60612

12 550 Danville VAMC 1900 E. Main St. Danville IL 61832

12 556

North Chicago VAMC (Captain James A. Lovell)

3001 Green Bay Rd. Chicago IL 60064

12 578

Hines VAMC (Edward Hines Junior)

5000 S 5th Ave. Hines IL 60141

12 585

Iron Mountain VAMC (Oscar G.

Johnson) 325 E H St. Iron Mountain MI 49801

12 607

Madison VAMC (William S.

Middleton)

2500 Overlook Ter. Madison WI 53705

12 676 Tomah VAMC 500 E Veterans St. Tomah WI 54660

12 695

Milwaukee VAMC (Clement J.

Zablocki)

5000 W National Ave. Milwaukee WI 53295

15 589 Kansas City

VAMC

4801 E Linwood Blvd. Kansas City MO 64128

15 589A4

Columbia VAMC (Harry S.

Truman)

800 Hospital Dr. Columbia MO 65201

15 589A5

Topeka and Leavenworth

VAMC

2200 SW

Gage Blvd.

Topeka and Leavenworth, KS KS 66622

15 589A7 Wichita VAMC (Robert J. Dole)

5500 E Kellogg Dr. Wichita KS 67218

15 657 St. Louis VAMC (John Cochran)

915 N Gran Blvd. St. Louis MO 63106

15 657A4

Poplar Bluff VAMC (John J.

Pershing)

1500 N Westwood Blvd. Poplar Bluff MO 63901

15 657A5 Marion VAMC 2401 W Main St. Marion IL 62959

23 437 Fargo VAMC 2101 N. Elm. Fargo ND 58102

23 438

Sioux Falls VAMC (Royal C.

Johnson)

2501 W 22nd St. Sioux Falls SD 57105

23 568 Fort Meade

VAMC

113 Comanche Rd. Fort Meade SD 57741

23 618 Minneapolis VAMC 1 Veterans Dr. Minneapolis MN 55417

23 636 Omaha VAMC

Woolworth Ave. Omaha NE 68105

23 636A6 Des Moines VAMC 3600 30th St. Des Moines IA 50310

23 636A8 Iowa City VAMC 601 Highway 6 W. Iowa City IA 52246

23 656 St. Cloud VAMC 4801 Veterans Dr. St. Cloud MN 56303

5. Contractor Responsibilities.

a. The final report will be provided to the Facility no later than 5 working days after the initial inventory is complete.

b. Use of VA equipment to scan on or around the same time each year for the life of the contract as determined and agreed upon with the Contracting Officers Representative (COR).

c. If the Contractor proposes an earlier completion date, and the Government accepts the

Contractor's proposal, the Contractor's proposed completion date shall be used. Work at the Government sites shall not take place on Federal holidays or weekends unless directed by the COR. The reasons for weekend work are based on facility lock down measures and rooms that are unavailable during the week.

d. The Contractor shall not begin work until the Contracting Officer (CO) or COR has conducted a kickoff meeting or has advised the Contractor that a kickoff meeting is waived.

e. Contractors shall provide the appropriate number of team members to inventory all assets with barcodes within all the locations.

f. The Contractor will complete the scanning required of all nonexpendable equipment within the recommendation of 5 workdays per every 10,000 - 15,000 items. Each station will have the final authority of actual workdays unless otherwise directed by the Contracting Officer.

• 1 Junior Data Analyst; scheduled one day per week of scanning or as determined by the

COR.

• 5,000 assets or less: minimum of 3 Junior Supply Technician (1 Team Lead Senior Supply

Technician)

• 5,000 to 10,000 assets: minimum of 4 Junior Supply Technician (1 Team Lead Senior

Supply Technician)

• 10,000 to 15,000 assets: minimum of 5 Junior Supply Technician (1 Team Lead Senior Supply Technician)

• 15,000 to 20,000 assets: minimum of 6 Junior Supply Technician (1 Team Lead Senior Supply Technician)

• 20,000 to 25,000 assets: minimum of 7 Junior Supply Technician (1 Team Lead Senior Supply Technician)

• 25,000 or more assets: minimum of 8 Junior Supply Technician (1 Team Lead Senior Supply Technician)

g. Contractors shall be knowledgeable on the use of VA scanning equipment including portable laptops and scanners. VAMC – Indianapolis, will provide scanning equipment.

h. Contractors shall train all contracted staff, in advance, regarding the contract requirements, specific procedures to be followed, and programming tools.

i. Contractors shall comply with Veterans Affairs Medical Center (VAMC) security and access requirements.

j. Contractors shall gather inventory data accurately throughout the performance of the contract.

Data shall be reconciled with the complete listing of nonexpendable equipment provided by the Facility at the beginning of the project.

k. Contractors shall manage the onsite inventory process and escalate potential data collection or site access issues to the COR for timely resolution.

l. Contractors shall assure information is provided to the COR for items under "un-reconciled/not located" equipment listings in the Equipment "In Use" Attachment D of the Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS) or Maximo Reporting System. The electronic equipment database.

m. Contractors shall review items inventoried to determine what equipment still needs to be found. Contractors shall identify a plan with COR to revisit identified locations with missing equipment.

n. Contractors shall create Final Deliverables Report and provide to the COR in the format and content agreed upon (see Sample Attachment A). The Contractor is to review the final results with COR to assure an overall understanding of the generated results at each location in this

SOW.

o. Contractors shall perform a comprehensive quality control analysis and final review of all data fields and equipment inventoried to include analyzing the results to improve the process in the future.

p. Contractors shall provide notice for any delay, which will impact the overall project by notifying the CO within 24 hours of issues.

q. Contractors shall locate at a minimum 95% of the IN-SCOPE equipment in conjunction with the COR. Anything less must be communicated to the CO and COR. Arrangements will be made to return to the facility within one month and validate an increase in the final report's f inal deliverables.

r. The baseline used for the number of nonexpendable assets to be located shall be determined by the COR and Contractor before work beginning.

o Year one allows for an 85% accuracy of IN-SCOPE equipment. The following years must meet 95%.

s. If the Contractor does not meet the minimum of 85% in the first year, the Contractor shall return within one month after completion of the data analyst report. Re-inventory may need to be done on weekends to minimize disruption and shall be coordinated with the COR.

Validation of an increase in findings is required. The COR will confirm the final deliverable document has been increased. Inventory based on exception after the first visit will be allowable.

o IN-SCOPE's exception is portable IT assets to be scanned when appropriate (items right in front of the scanner).

t. The Contractor shall schedule the first inventory with the COR and maintain the same timeframe annually unless changes are made at the discretion of the COR in coordination with the contractor.

u. The Contractor shall meet with the COR for an after-action review as a debrief to advise the Contractor of what was successful or not successful. The Contractor may need to modify their f inal report to meet the contractual needs and discuss next year's schedule.

6. Equipment.

a. Equipment IN SCOPE (See examples Attachment B)

1. AEMS/MERS

a) IN USE

2. MAXIMO

b) OPERATING

b. Equipment NOT IN SCOPE (See examples Attachment C):

3. AEMS/MERS:

a) LOANED OUT

b) LOST OR STOLEN

c) OUT OF SERVICE

d) TURNED IN

e) EIL 78YM-OI&T Monitors

4. Maximo:

a) NOT READY

b) OUT OF SERVICE

c) LOANED OUT

d) MISSING

e) DECOMMISSIONED

f) EIL 78YM-OI&T Monitors

7. Inventory Process.

a. Contractors shall be responsible for communicating and coordinating with the COR to establish the inventory procedures for each building/area (i.e., timing & readiness).

b. The Contractor shall scan the bar code label from each in-scope piece of equipment or manually enter the bar code number sequence on the scanner, if necessary and note the tag needs to be replaced.

c. Contractors shall scan all VAMC equipment with the appropriate "EE" or "MX" prefix tags that are identif ied throughout the designated locations.

d. Contractors shall monitor the required fields for completion after scanning. Should a field be blank or invalid, contractors shall f ill in information if available. The COR shall identify blank and or invalid fields prior to work beginning.

e. Contractors shall monitor daily the equipment inventoried to ensure appropriate in-scope equipment is scanned.

f. A scan of all bar codes labels utilizing a barcode scanner shall include the following tasks:

1. Scan and electronically record the unique ID on each piece of equipment.

2. Manually enter the unique ID when electronically unreadable on paper.

3. Capture equipment data for all in-scope equipment found without a bar code ID.

4. Place a small current Fiscal Year (FY) tag on the equipment marking it as inventoried.

g. Items found without a bar code or found unreadable and/or illegible shall require

Contractors to apply a generic bar code label and collect pertinent information regarding the equipment.

1. Pertinent equipment information includes the following:

a) Room Location

b) Department/Service

c) Brief Description

d) Manufacturer

e) Model Number

f) Serial Number

h. Once the equipment has been inventoried, a single common color tag (size not to exceed ½ inch, excluding prior year tag colors) shall be applied so visual verif ication can be made, confirming that the equipment was inventoried. The different color tags shall be used for those items that require VA staff attention. This is material provided by the contractor and confirmed by the COR.

i. Contractors shall provide a deliverable spreadsheet to the COR (see sample Attachment D for format and content) daily.

j. Contractors shall convert all scanned inventory data into their log daily to ensure there are no duplicate entries. Any anomalies in the data shall be noted and communicated to the COR onsite for purposes of re-verifying the information.

k. Contractors shall document on the VA provided floor layouts those inaccessible and/or unavailable areas due to patient care or other reasons beyond the Contractor's control.

l. Contractors shall revisit these areas based on availability, the visit may need to be scheduled for after-hours and/or on weekends to minimize disruption. Scheduling for access to these areas shall be coordinated with the COR.

m. All data shall be provided in a manner to allow facility staff to upload the information into AEMS/MERS and or Maximo, the system used for property accountability and accuracy.

8. Inventory Limitations.

a. Equipment stored in cabinets, drawers, closets, or other areas where there is an expectation of privacy or security shall not be inventoried by the Contractor unless accompanied by a COR.

b. Equipment concealed from view or away from typical placement of operation shall not be inventoried by the Contractor.

c. Contractors shall not be responsible for un-packaging equipment without assistance from the COR.

d. Contractors shall not be responsible for disconnecting cables when maneuvering equipment to obtain Tag, Model, or Serial Number data.

9. Data Deliverables/Reporting (Sample Attachment A)

a. Daily Deliverables shall include the scanned inventory findings associated with each site.

VISN 10-VAMC – Indianapolis will provide this data to the contractor daily.

b. Final Deliverables shall include the scanned inventory findings associated with each site and electronically agreed upon media.

c. Final Deliverables shall be provided to the VAMC within 5 working days after the completed inventory.

d. Contractors shall create the deliverables based on the results found to be inserted in sample Attachment A (Excel format provided at the time of the award). Each offsite location listed in Attachment E would be added as a tab in Attachment A.

e. Contractors shall provide information pertaining to the fields listed in the sample Attachment A.

10. Facility Responsibilities.

a. The VA will nominate one (1) COR and one (1) representative each from OI&T, Logistics, and Facilities Management to train, lead, observe and assist as needed during the length of the contract. These members will be available to the Contractor at the kickoff meeting.

b. The VA will ensure that the designated COR have informed all VAMC employees of the inventory and delegated the appropriate VAMC personnel to assist during f inal reconciliation.

c. The VA will provide a detailed listing of locations that contain equipment to be inventoried (See sample Attachment E).

d. The VA will provide a complete listing of all nonexpendable equipment before the inventory process beginning. The COR shall identify blank and or invalid fields prior to work beginning (See sample Attachment F).

e. The VA will identify any unique circumstances requiring special attention during the inventory or before inventory commencement to properly scan equipment not listed in scope.

f. The VA will provide a sample of an Equipment Barcode Label for the Contractor to label and identify equipment not in AEMS/MERS or Maximo for use during the contract's length and provided by the Contractor.

g. The VA will provide Facility Floor Plans for all areas in the scope of the inventory at each location at the kickoff meeting.

h. The VA will ensure site access to all locations in this contract to prevent unproductive downtime.

i. The VA will review final deliverables and inventory results daily and, upon completion with the Contractor, to assure that a clear understanding of the results will be generated. Errors will be resolved immediately and collectively with VA and the Contractor.

j. The COR or a VA representative will accompany the inventory team at all times. Contractor staff shall not proceed without being accompanied at all times in each Facility.

k. VA Personnel will be assigned to accompany each of the Contractor's inventory teams while they are on station conducting the Wall-to-Wall inventory.

l. Facilities will provide workspace needed to perform tasks and the full cooperation and assistance of COR for the purposes of answering questions, both general and specific, related to the contracted task.

m. At a minimum, one (1) designated representative from one of the following program offices shall accompany the Contractor at all times.

1. Facility Supply Chain Management

2. Facility OI&T

3. Facility Engineering

4. Facility Police and Security

n. Specialty areas such as Surgery and or clinics may need to be scheduled for after-hours and/or on weekends to minimize disruption.

11. Delivery Schedule. The preferred month for scanning is in October, because of directive 7002. The contractor will provide a detail schedule to comply with the station’s timeframe and to include final deliverable to be evaluated.

12. Government-Furnished Information, Equipment, and Facilities. FAR Clause 52.245-4

Government-Furnished Property (Short Form) contains the basic requirements for the operation, maintenance, and protection of government property.

13. Contractor-Furnished Equipment and Supplies. The Contractor shall furnish and maintain equipment that is current, up to date and in working condition. The contractor will provide a list of all equipment with date of purchase and date of last maintenance service, of all items necessary to perform work required by this contract.

14. Security Requirements. The Contractor does not typically require access to the VA network, including AEMS/MERS and or Maximo, the electronic database. All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement before contract performance. This requirement is applicable to subcontractor personnel requiring the same access.

a. Designated as Position Sensitivity – The position sensitivity has been Low Risk.

b. Background Investigation – The background investigation level commensurate with the required level of access is the background check.

c. Contractor Responsibilities:

1. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain U.S. citizenship and can read, write, speak, and understand the English language.

2. The Contractor shall submit or have their employees provide the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt.

3. When notif ied of an unfavorable determination by the Government, the Contractor shall withdraw the affected employee from working under the contract.

4. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

d. Government Responsibilities

1. The COR will provide the necessary forms to the Contractor.

2. Upon receipt, the COR will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations.

3. The COR will notify the CO and Contractor of adjudication results from background checks from Veterans Service Contracts (VSC).

4. Upon being notif ied about a favorable determination, the CO may issue a notice to proceed to the Contractor.

COR or COR Management. The Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. The Contractor shall not create or maintain any Government Agency information that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all electronic information (electronic data. electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. The Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. The Contractor (and any sub-contractor) must abide by Government and Agency guidance for protecting sensitive and proprietary information.

B.5 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verif ication of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notif ied immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) Part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate

Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus.

If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identif ies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notif ication contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a

SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, f inancial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 7 days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 7 days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g.

for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA

Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation.

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identif iable Information (PII), as…