36C10X23R0017 0003_Signed.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 70

13-Jan-2023

36C10X

Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

36C10X

Department of Veterans Affairs

5202 Presidents Court, Suite 103

To all Offerors/Bidders

36C10X23R0017

X

X X

January 18,2023 at 9:00 AM EST

See CONTINUATION Page

The purpose of Amendment 0003 is to extend the proposal due date as shown in Block 11, provide responses to Contractor questions, update the PWS, update the Delivery Schedule, update the Price/Cost Schedule, add clause FAR 52.217-9, add clause FAR 52.247-34 to remove Shipping CLIN 0006, and update Section D.

Changes Highlighted in Yellow.

Ryan Poe Contracting Officer

36C10X23R0017 0003

CONTINUATION PAGE

QUESTIONS AND ANSWERS

Q&A Form

Question Question Government Response

1 Is this contract only for 1 year (12 months) or will there be additional option years?

Base plus two Option Years

2 The solicitation says only 12 months of service but the installation timeline is also over a 365 day period, is this correct?

Delivery Schedule updated

3 There are dozens of locations spread across the United States where it looks like only 1 vehicle is needing equipment installed. Is it the Governments expectation that we would need to travel to each location to install each and every piece of equipment over the course of a year? Even if it is only 1 piece of equipment?

Government will move the vehicles to a central location for all districts in Fairfield, CA.

Denver, CO, St. Louis, MO, Townson, MD. St Petersburg, FL Martinsburg, WV; San Juan PR and Oahu, HI

4 “The contractor can install telematics into vehicles that are co-located in the same state, or within a 6-hour drive of the identified location. The vendor shall make all eff orts return the vehicles within one week.” Is the government under the impression that we would be taking this vehicle off-site for the installation?

Our installations are normally done at the customer’s sit

The installation will be completed within the district.

5 The vehicle list provided does not show the Make/Model/Year of the vehicle. We can sometimes find this information out by using the VIN but not always. Do you have a list of the vehicles with the Make/Model/Year?

Yes, please see attachment of vehicles and assets.

6 Do you have a list of the vehicles and which ones get an OBDII style GPS, Trailer GPS and Dashcam?

Yes, please see attachment of vehicles and assets.

7 There are no specifications of what type of GPS equipment you are wanting in the vehicles/trailers. Can we assume that we can choose the appropriate GPS device for the 557 OBDII style GPS’s, 286 Trailer Trackers & 226 Vehicle Dashcams?

The GPS should be on the latest 5G network or higher.

8 What are camera requirements? 1,2 or more per unit?

One per each vehicle

9 Is Roadside Assistance Recall a requirement or nice to have?

Not a requirement

10 Camera manufactured in South Korea acceptable?

Some IT equipment should be manufactured in the US

11 Is trailer asset wired or full battery? Battery operated

12 Can the deadline be extended? See Block 11.

13 Do the 286 trailers have a power source that will connect to the vehicle at some point in order to recharge the GPS device?

These Trailer sit at a determined location until they are moved.

The assets’ tracker should be independent charge by a battery for constant monitoring.

14 The vehicle list looks to total out to under 700 vehicles. I’m not sure if there is another list of vehicles but the total on SAM is short by almost

400. Please clarify?

15 How long should internal batteries inside the Trailer Asset Tracker last between charging capabilities?

The battery should last 5 years

16 What reporting sequence is required for the Trailer Asset Tracker: (i.e. Once daily, 3 times daily, upon movement)?

Daily

17 Vehicle Camera - What image(s) is required to be captured?

Dash Cam forward Facing and Driver Facing.

18 Is there a requirement for event reporting via cellular transmission?

Reporting should be to the telematics system with ability send data and information to the Government Fleet Manager

19 If event reporting is required to be captured, what is considered to be an event? (i.e. hard braking, excessive acceleration, speeding, etc…)

Events are hard braking, speeding, accidents etc.

20 Most of these devices have video data stored on a removal SD Card or similar flash memory media; Does this removable media need to be secured for limited access?

Yes the drivers do not need access to the SD card. Only the Fleet Manager and their leadership. Store on the cloud for security

21 What video format is requested? HD

22 What video resolution is required? 1080

23 Is audio recording required? Yes

24 Does the captured video need to be encrypted? Yes with the fleet manager having the ability to review and download for training and accident reporting to the police as needed

25 Will the subscription period for all devices be a full 12-month period from the date of installation?

One year subscription based on installation with 2 additional option years. Vendor will have 120 days for install invoiced based on connectivity of Vehicles, Trailers and cameras.

26 Is there to be a quotation provided for “post base year” subscriptions?

Yes

27 Is there a provision for delay in materials availability?

No

28 Will the RCS Vet Centers and EMCC centers have a covered area to perform work during inclement weather?

Some will have a covered area and can be installed at the nearest VAMC.

29 Should every itinerary be provided with a travel expense estimate for approval by Contracting Officer or their assignee?

No, this is a firm Fixed Contract not to exceed the amount.

30 Should every travel itinerary be billed as a complete trip in itself weekly?

No, this is a firm Fixed Contract not to exceed the amount.

31 Is there any condition that allows the 300% rule for per diem in expensive locales across the country? (i.e. New York City, San Francisco, etc…)

No, this is a firm Fixed Contract not to exceed the amount.

32 Are these travel expense invoices to be reported via a Travel CLIN format?

No, this is a firm Fixed Contract not to exceed the amount.

33 Can travel be invoiced separate of the Award FFP items?

No, this is a firm Fixed Contract not to exceed the amount.

34 Are all Contractor’s Installation Technicians required to be W-2 employees or can they be 1099 based independent contractors?

Employee can be W-2 or 1099 if they are in accordance with the terms and conditions of the contract.

35 If Contractor is allowed to use independent contractors to fulfill installation requirements of the project; what conditions are required of contractor and independent contractors?

Must be in accordance with the terms and conditions of the contract.

36 Can the delivery schedule be accelerated? Yes

37 Would there be any incentive award to complete the whole delivery schedule within 120 days from the start of installation?

No

38 Will Installation Technicians, regardless if employees of Contractor or Independent Contractors, need a National Agency Check or similar background check completed and approved?

No

39 Will Customer Support personnel in the employment of Contractor need a National Agency Check or similar background check completed and approved?

No

40 Will Device Manufacturer who maintains vehicle telematics and video systems be required to need a National Agency Check or similar background check completed and approved?

No, we will access your system through the internet

41 Are state taxes due to the Contractor for whatever state equipment is shipped to for installation in vehicles domiciled at their location?

Federal Government will not pay Taxes

42 Do you anticipate that this contract would be on an annual automatic renewal period and if so, for how long thereafter?

Option may be exercised

43 Can a manufacturer or subcontractor extend insurance to the prime?

In accordance with FAR 52.228-

44 The RFP states that the Veteran Affairs (VA) wants the contractor to install, however, there are no associated cost line items for installation services. Is the VA considering performing the installation themselves?

Price/Cost Schedule updated.

45 The pricing sheet does not have a line item for services, however, there is a section in the RFP for services. How would you like to see services pricing?

Price/Cost Schedule updated.

46 Under the Delivery Schedule, there are multiple delivery date(s) / Frequency (ex. 365 Days or Monthly). Could you please explain what these numbers each mean and why the time periods do not seem to match up with each other?

Delivery Schedule updated

47 Under the Delivery Schedule, it calls for “12 Monthly Fleet Connectivity & Training”. Could you please elaborate on what the expectations are here? Is this a virtual meeting to ensure proper connectivity and training is done with VA employees?

Delivery Schedule updated. All Drivers have knowledge of telematics they will be trained on how to use the latest system upon award of the contract.

Training on the use on the telematic system is virtual meeting.

48 Under “services” on Page 29, it states that the contractor will not pay more than 50% for services. If services are not a part of our bid, then is this applicable?

Price/Cost Schedule updated.

49 Would the VA be open to running the contract through SEWP5?

No

50 Does the VA want asset telematics, vehicle telematics, and dash cameras to be natively hosted in the same dashboard?

Yes

51 Does the VA want the asset telematics, vehicle telematics and dash cameras to be made and manufactured by the same company?

Yes

52 For Past Experience, what would the VA like to hear about specifically? Would the VA like to hear of references that use both cameras and asset trackers from one customer?

Yes and have past experience.

53 In the attached spreadsheet there are 172 assets, but are asking for 226 on the quote. We just wanted to confirm that is the correct number.

557 is the correct number of vehicle 286 Trailers and 226 Cameras

54 In the attached spreadsheet there are 484 vehicles, but the quote is asking for 557 vehicle trackers. Are you able to confirm 557 is correct? If so, will you be able to provide the list of all 557 vehicles. This will be important to ensure the VA receives the correct cable for installation

557 is the correct number of vehicle 286 Trailers and 226 Cameras

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2021)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...29

C.4 52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR

FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.6 52.247-34 F.O.B Destination

C.7 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.9 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.11 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION)

C.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

ATTACHMENT C – VEHICLE MODELS

SECTION E - SOLICITATION PROVISIONS

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020)

(DEVIATION)

E.9 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

36C10X23R0017 | RCS MOBILE VET CENTER (MVC), TELEMATICS

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 Ryan Poe

Department of Veterans Affairs 5202 Presidents Court, Suite 103

2. 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

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Within 30 days upon delivery and acceptance by the

Government

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:

AMENDMENT NO DATE

TUNGSTEN (fka OB10) ELECTRONIC INVOICE SUBMISSION FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Purchase Order Number: TBD (please include this on all invoices)

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.

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

• http://www.fsc.va.gov/einvoice.asp

COMMUNICATIONS:

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

B.2 PERFORMANCE WORK STATEMENT

READJUSTMENT COUNSELING SERVICE (RCS) OPERATIONS

RCS MOBILE VET CENTER (MVC), TELEMATICS

1. Background

The Department of Veterans Affairs is seeking to purchase Vehicle and Trailers telematics for Readjustment and Counseling Service. The telematics should consist of tracking software that provides the following vehicle location, movement, vehicle Performance, Alerts, Vehicle Diagnostics, Vehicle Service, Roadside Assistance Recall, Support Overview, Training center, Installation Support, resource Library, Contact Support, Administration Overview, Dashboard to select the function or reporting needed and Dashboards.

2. Scope of Work

This is a Firm Fixed Price contract.

The contractor shall provide and install (557) Vehicle Telematics Transponders, (286) Trailer Asset Tracker, (226) Vehicle Cameras. Furthermore, the contractor shall provide monthly fleet connectivity and training for all telematics, asset trackers, and cameras.

3. Period of Performance

The period of performance for this order will be one twelve-month base period and two twelve-month Option Periods.

4. Place of Performance

The services of this contract shall require that all installation of supplies be done at the Government’s Vet Center Location.

The Government will provide adequate physical workspace for the installation of vehicle tracking devices. All vehicles will be on-site, and the Government will furnish the following to facilitate on-site support: desk, phone, use of the Government telephone, facsimile machine, copier usage, as required by this contract.

The RCS Fleet Manager will be made available to provide technical input, answer questions, review completed deliverables, provide feedback, and provide shipping directions for deliverable products.

Location and Delivery

All devices will be installed at the RCS Vet Center and EMCC centers. The Government will consolidate and move the vehicles to a central location for eight (8) districts in cities of; Fairfield, CA. Denver, CO, St. Louis, MO, Townson, MD. St Petersburg, FL

Martinsburg, WV; San Juan PR and Oahu, HI. Shipping address for each of the eight

(8) central locations listed will be provided upon award.

RCS will provide a complete detail list of address and location of 557 Vehicles, 286 trailer asset for telematics install, and 226 cameras to be installed.

RCS will coordinate with the local Vet Center Leadership for access to RCS buildings and VAMC Police Departments for access to VAMC buildings as needed. An agreement between the contractor and RCS.

The installment of all current vehicles shall be done at a VA/RCS and EMCC facility and shall be pre-arranged with 30-days’ notice to RCS. The contractor can install telematics into vehicles that are co-located in the same state, or within a 6-hour drive of the identified location. The vendor shall make all efforts return the vehicles within one week.

Deviations from this must be pre-approved by the Contract Officer or Contract Officer Representative (COR). All telematics shall be done at the VA/RCS locations that will be provided by Readjustment and Counseling Service.

RCS Program Office normal hours of operation are Monday through Friday, 0800 to 1700, except federal holidays. The Contractor will have the flexibility to schedule individuals outside the normal hours, with prior approval of the Contracting Officer, to support the RCS Vehicle Telematics install and the Program Office mission. In no case, however, shall on-site support be provided outside normal hours when there are no Government employees in the work area.

The Contractor is not required to provide service on the following U.S. Federal holidays:

New Year’s Day, Juneteenth, Independence Day, Veterans’ Day, Martin Luther King Day, Labor Day, Thanksgiving Day, Presidents’ Day, Columbus Day, Christmas Day, Memorial Day.

Point of Contact

The Contractor shall contact the RCS COR/ Fleet Manager for any issues and concerns with Vehicle Telematics install.

NAME EMAIL ADDRESS PHONE NUMBER POSITION

TBD at the time of award

Contracting Officer Representative

TBD at the time of award

Fleet Manager

5. Travel

The Government anticipates travel under this effort. Local travel within a 50-mile radius from the contractor’s and Government facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed.

The Contractor shall perform all travel necessary to accomplish the tasks contained in this task order. At a minimum, the Contractor shall be prepared to travel in conjunction with rendering services, vendor site visits, and to provide support at Government meetings. All travel requirements that necessitate a Government Representative be present, shall be communicated at least 48 hours in advance to the Contracting Officer or the COR. The Contractor shall be responsible for making all their travel arrangements.

a. Contractor must travel to RCS Vet Center Main Office

b. Contractor must submit a travel itinerary to RCS three weeks prior to travel

Costs for transportation may be based upon mileage rates, actual costs incurred, or a combination thereof, provided the method used results in a reasonable charge. Travel costs will be considered reasonable and allowable only to the extent that they do not exceed daily, the maximum per diem rates in effect at the time of the travel. No indirect or labor costs shall be allowed under the Travel CLIN. The Joint Travel Regulations (JTR), while not wholly applicable to Contractors, shall provide the basis for the determination as to reasonable and allowable. Maximum use is to be made of available customary standard coach or equivalent airfare accommodations available during normal business hours.

6. Specific Tasks and Deliverables

All deliverables shall be submitted to the Government for review and approval prior to implementation by the Contractor.

The Contractor shall successfully integrate and coordinate all activity needed to execute the contract, including the timeliness, completeness and quality of problem identification, corrective actions plan, proposal submittals, timely identification of issues in controversy, effective/responsive management of subcontractors, customer satisfaction, and professional and ethical behavior of the Contractor management personnel.

Each Vet Center and EMCC will provide an area to conduct the Telematics install for each vehicle. RCS will provide complete addresses for all vehicles and trailers, and their location.

Logistics and Prohibited Use

The Contractor shall install new telematics at the VA Vet Center location. The Contractor shall ensure that keys/key cards are not lost, misplaced, duplicated, nor used by unauthorized persons. The Contractor shall turn-in any issued keys by personnel who no longer require access to vehicle that is being once telematics has been installed. The Contractor shall report to the QAP or Contracting Officer any occurrences of lost or duplicated keys.

The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor's employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor's employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use and shall be responsible for any damage, maintenance, or replacement of any Government property due to negligence of service provider personnel.

All services to be performed under the contract have been determined to be non-essential for performance during crisis. The VAMC or RCS could be closed because of security problems or other events. Should one of these situations occur, the Contract Officer would determine services required during the crisis. Unless otherwise notified by the Government, the Contractor should listen to, or watch, one of the local television or radio stations for notification of a possible closure. The Contractor shall not receive any other form of notification of closure from the Government, unless contacted by the Contracting Officer or the COR. The Contractor is responsible for notifying his/her employees. The Contractors do not report when the VA is closed.

6.1 Support Requirements

The requirements described in this section identify those services the Contractor may be required to perform. The Contractor shall assist in identifying and resolving support requirements for the entire acquisition effort for the installation of telematics of 557 vehicle, 283 assets and 234 cameras. Training for all RCS and EMCC user.

The contractor shall assign a point of contact responsible for assistance and support for each of the projects outlined in the contract, as well as a senior supervisor who will oversee all three of the contracts at the managerial level.

All contractor-provided work products are to be furnished within the specific delivery dates (see below). Any changes to the delivery dates must be discussed with COR and requested in writing to the CO. If for any reason, any deliverables cannot be delivered in the time schedule, the contractor shall provide a written explanation to the CO. This written transmittal shall include a firm commitment of when the work shall be completed.

This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will review the facts and issues in response with applicable regulations. The Government will have five business days to review each document submitted by the contractor and provide feedback/comments to the contractor unless otherwise specified in the contract. The contractor shall have five business days to incorporate comments unless otherwise specified in the contract.

6.2 Post-Project Support

The Contractor shall provide customer service, roadside assistance troubleshooting, and diagnostics support for their telematics system and maintenance and repair support for their telematics and cameras. Contractor shall provide updates for telematics when they are required upgrades at no cost to the Government.

7. DELIVERY SCHEDULE

Task Deliverable / Description

Quantity Delivery Date / Frequency

1 Vehicle Telematics Transponder w/ Installation

557 Within 120 Days from Award

2 Trailer Asset Tracker w/ Installation

286 Within 120 Days from Award

3 Vehicle Cameras w/ Installation

226 Within 120 Days from Award

4 Monthly Fleet Connectivity

12 (once a month) Every month

5 Training Per Site Completed 5 Days after installation

8. QUALITY ASSURANCE SURVEILLANCE PLAN

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey or other methods to compare contractor performance to the Acceptable Levels of Performance (ALPs).

8.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The COR will use any or several of the surveillance methods listed below in the administration of this QASP.

1. 100% Inspection (evaluates all outcomes) - Each month, the COR will review all the contractor’s performance/generated documentation and document results accordingly. This assessment will be placed in the COR’s QA file.

2. Random Sample - The COR will review a random sampling of the contractor’s performance/generated documentation and document your results accordingly.

This assessment will be placed in the COR’s QA file.

3. Validated Customer Complaint or Validated Below Average ALP in a Specific Area - Each month, the COR will review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment will be placed in the COR’s QA file.

8.2 FREQUENCY OF MEASUREMENT

During task order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum will be monthly.

8.3 ACCEPTABLE PERFORMANCE LEVELS (APLS)

Requirement Performance Standard

Surveillance Method

Outcome

Installation and training of telematics, trackers and cameras

a. Notifies customer of potential problems 95% of the time.

Provides continuous coverage of tasks and deliverables, with timely notice regarding staff absences, appropriate coverage for staff, and a Point of Contact at all times.

Provides advance notice of at least 4 business days to Government with regarding any challenges or concerns with regard to meeting deadlines.

100% Inspection of the telematics delivery and post delivery

Notification occurs within two business days of potential issue when known in advance or within 24 hours of urgent problems, where less than two business days exist

b. Submits Deliverables in accordance with the deliverable schedule within (+/-) five business days with no more than five incidents of performance slippage.

c. Report of deliverables shall include remaining balance of an item. For example, 1 of 4 to show progression or count of that deliverable.

100% Inspection of deliverables

No more than five incidents of performance schedule slippage.

WRITTEN

COMMUNICA

TION

The contractor shall provide written information on the contract every 90 days. Also provide updates via Zoom with transcripts five business days after the meeting. shall comply with the highest editorial standards for clarity, language, logical organization and style.

The writing in communications product shall meet Associated Press Style guidelines as well as VA style guidelines.

Written and zoom communication

Written communication is consistently error-free and clear and concise so that the message is easily understood by others.

Communications products shall not contain more than a combined total of three grammatical, punctuation or style errors per every 1,000 words of text. Further, sentences should be written in active voice a majority of the time.

On written communications for a general audience, including VA employees, written material shall have a minimum Flesh-Kincaid Reading Ease score of 60 and a maximum 8th grade average-grade-level score.

As excellence in communications is subjective, communications also must meet standards of and be approved by RCS Operations Deputy Officer

CUSTOMER

SUPPORT

Courteous and professional interactions to receive and fill task order deliverables and in providing order status. Customer (VA) support satisfaction, having no more than 5 incidents of dissatisfaction thought-out the life of the contract.

Customer Feedback and Complaints based on interactions with the Contractor

Customer problems are resolved within the same business day; no more than 5 incidents spent by Government personnel in providing corrective feedback on unacceptable customer service/professio nalism.

13. SECURITY REQUIREMENTS

13.1 SECURITY AND PRIVACY REQUIREMENTS

No use of VA systems and/or use of government furnished equipment is required. No personally identifiable information will be sought, recorded or documented throughout the period of this contract. RCS will coordinate with the local Vet Center Leadership for access to RCS buildings and VAMC Police Departments for access to VAMC buildings as needed.

The Agreement will outline responsibilities in the following areas: Contractor security supervision; Standard Practice Procedures; access, accountability, storage, and transmission of classified material; marking requirements; security education; personnel security clearances; reports; security checks; security guidance; emergency protection;

protection of government resources; periodic security reviews; and other responsibilities as required.

13.2 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. The C&A requirements do not apply, and a Security Accreditation Package is not required.

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

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

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

13.4 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. 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.

13.5 INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

VA prohibits the installation and use of personally owned or contractor/subcontractor owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

13.6 SECURITY INCIDENT INVESTIGATION

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/ subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

13.7 LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency. .

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence.

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code.

(3) Number of individuals affected or potentially affected.

(4) Names of individuals or groups affected or potentially affected.

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text.

(6) Amount of time the data has been out of VA control.

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any.

(9) Assessment of the potential harm to the affected individuals.

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate: and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis; the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification.

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

(3) Data breach analysis.

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

557.00 EA $______________ $______________

Vehicle Telematics Transponder

286.00 EA $______________ $______________

Trailer Asset Tracker

226.00 EA $______________ $______________

Vehicle Cameras

1.00 LT $______________ $______________

Installation

12.00 MO $______________ $______________

Monthly Fleet Connectivity

1.00 LT $______________ $______________

Travel

Base Year Total $_________________

Option Year 1 Total $_________________

Option Year 2 Total $_________________

GRAND TOTAL $_________________

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract.