36C10X25D0005 36C25026F0608.pdf

PAGE 1 OF 1. REQUISITION NO.

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

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

TIME

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

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

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

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

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

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

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

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

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

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

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

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

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

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

539-26-3-049-0031

PO: 539C60540

36C10X25D0006 36C25026F0239

AWARDED:

EFFECTIVE: 09-30-2026

Venkatlekhith Muntha 317 988-1510

36C250 Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240

X

561499

N/A

36C757

Department of Veteran Affairs Cincinnati VA Medical Cetner Attn: Mailroom 3200 Vine St.

Cincinnati OH 45220

Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240

4KA12

PITNEY BOWES GLOBAL FINANCIAL SERVICES LLC

27 WATERVIEW DRIVE

SHELTON CT 06484-4301

HUEVKW6DAME6

Department of Veterans Affairs Financial Management System P O Box 149971 Austin TX 78714-9971

512-242-7300 N/A

See CONTINUATION Page

This is a non-personal purchase firm fixed price Task Order contract for Shipping equipment and software. Contractor shall provide all necessary personnel, labor, supervision, disposal, and equipment to provide shipping services at the Cincinnati VA Medical Center and CBOC's pursuant to the Performance Work Statement Contained herein.

Period of Performance Base: 9/30/2026 - 9/29/2027 Option Year 1: 9/30/2027 - 9/29/2028 Option Year 2: 9/30/2028 - 9/29/2029

This Service Contract Labor Standards are not applicable to this requirement per FAR 22.1003-4(c)(III).

The Contractor shall reference IFCAP Obligation PO 539C60540 on all invoices and shall invoice via CLIN/SLIN.

$47,542.80 See CONTINUATION Page x 1 X PB Quote 06-18-2026

Joshua Kovar

VA-VHA-RPOC-2024-0037

36C10X25D0006 36C25026F0239

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ACCOUNTING AND APPROPRIATION DATA

SECTION C - CONTRACT CLAUSES

C.1 TASK/DELIVERY ORDER INTRODUCTORY LANGUAGE

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION

APR 2026)

C.6 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY

(FEB 2023)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

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: Pitney Bowes Thomas Carmichael 804-564-7558 thomas.carmichael@pb.com

b. GOVERNMENT: Contracting Officer 36C250 Josh Kovar Department of Veterans Affairs Network Contracting Office 10 8888 Keystone Crossing Suite 325 Indianapolis IN 46240

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] Monthly in Arrears

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

https://www.tungsten-network.com/customer-campaigns/veteransaffairs/

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

AMENDMENT NO DATE

mailto:thomas.carmichael@pb.com

B.2 PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Supply Chain Management Chalmers P Wylie Ambulatory Care Center

Mail Machinery and Support

Date: 7/21/2026 Enterprise Mail Management

CINCINNATI FEDRAMP CLOUD SERVICES

DIGITAL MAIL MACHINES

Cincinnati VA Community Based Outreach Clinics (CBOCs) intend to lease a digital mailing system equipment, software and services required to meter mail, provides best cost shipping options, allows for accurate reporting, accountability of volume and expenditures and traceability of mail and parcels.

All applicable hardware, software and support services must adhere to the United States Postal Service (USPS) Domestic Mail Manual (DMM) www.usps.gov, and shipping partners rules and regulations of those as United Parcel Service (UPS), Federal Express (FedEx), DHL, etc.. All software presented must be VA Technical Reference Model (RTM) approved and performed by FEDRamp Authorized vendors.

The Contractor shall provide hardware that is fully compatible and interoperable with the Government’s existing SendPro 360 system currently deployed at the main facility. All proposed hardware must integrate seamlessly with the SendPro 360 platform without the need for additional interfaces, converters, or system modifications. Due to the critical need to maintain continuous mailroom operations and avoid unallowable service interruptions at VA facilities with the existing SendPro 360 environment will not be considered for this requirement.

NOTE: The Government reserves the right to add or remove Medical Centers, Community Based Outpatient Clinics (CBOCs), or any other VA facilities to this requirement as they become known or operational. The Government further reserves the right to adjust the number of facilities and equipment as needed to accommodate fluctuations in demand that are not reasonably foreseeable at the time of TOPR release. The total contract value may increase by up to twenty percent (20%) of the base award amount to account for these changes.

Background

Cincinnati VA Community Based Outreach Clinics (CBOCs) are responsible for processing all incoming and outgoing letters, parcels, and packages. These machines will allow the CBOCS to process their outgoing letters without having to come to the Cincinnati VAMC to drop them off.

These machines also will free up time with the receiving section by allowing them to make a new drivers schedule that allows them 3 days a week instead of 5. This allows the receiving section to focus on the hospital more throughout the week. These machines, will also allow Logistics to be used as a contingency plan

Leased services shall include all mail processing equipment, web-based browser software, scalable cloud-based software solution for data hosting (with web-portal access), mail facility processing accessories, handheld scanners all supported by maintenance and support services to keep all systems fully operational. Lease services additionally include delivery, set-up, configuration, user training, complete functionality testing, thirty (30) day quantity of operating supplies and removal of old equipment (where applicable).

Period of Performance

The Period of Performance shall be for one (1) 12-month BASE Period of performance with an option to exercise two (2) 12-month option periods, not to exceed 36 months from date of contract award. This individual task order shall not extend further 36 months from the date of task order award.

http://www.usps.gov/

• Base Period: 9/30/26 to 9/29/27

• Option Period 1: 9/30/27 to 9/29/28

• Option Period 2: 9/30/28 to 9/29/29

Contract Type

This is a firm fixed price task order.

Mail Room Items Not on IDIQ Contract

For administrative convenience, open-market items that are at or below the micro-purchase threshold, when combined for an individual order, are allowable. The Ordering Contracting Officer (OCO) may add items not on the IDIQ to an individual task order if:

1. All applicable acquisition regulations pertaining to the purchase of the items not on the IDIQ have been followed;

2. All clauses applicable to items not on the IDIQ are included in the order;

3. The OCO ordering CO has determined the price for the items not on the IDIQ are fair and reasonable;

4. The items are clearly labeled as open market items in the order.

Place of Performance

Equipment and services provided under this PWS shall be performed at the following location:

CBOC Addresses:

Eye Clinic 2090 FLORENCE AVE CINCINNATI OHIO 45206 Georgetown 474 HOME STREET GEORGETOWN OHIO 45121-1459 Clermont 4600 BEECHWOOD ROAD CINCINNATI OHIO 45244-1809 Florence 7310 TURFWAY ROAD SUITE 510 FLORENCE KY 41042-1385 Bellevue 103 LANDMARK DRIVE, SUITE 300 BELLEVUE KY 41073-1399 Dearborn 131 CAMPUS DRIVE LAWERENCEBURG IN 47025-1387 Butler 7215 GATEWAY AVE HAMILTON OHIO 45011-4118

Hours of Operation Contractor shall respond to service calls during normal working hours (Monday through Friday 7:00 AM to 4:00 PM EST) excluding holidays observed by the Federal Government.

Recognized Holidays The Contractor shall provide services during the facility hours of operation, except for the following federal holidays set by law (5 U.S.C. §6103), or as approved by the OCO. The following are recognized United States (US) federal holidays: New Year’s Day, Martin Luther King, Jr.’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

Travel or Special Requirements This PWS includes all travel to perform the tasks associated within this task order, which includes travel to and from the mail facilities for equipment delivery, implementation, training, maintenance support, services and transition activities through the period of performance. All travel costs are to be included in the firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Mail System Requirements

Qty.

Mail

Facility Size

Mailroom Volume (approx.) Equipment/Software Requirements are in the following sections

6 Small • 500-1000 flats/day

• 10-100 parcels/day

Mail Metering Machine (5.0, 5.1) Scalable Cloud Based Data Hosting (5.0) Mail Metering Software (5.0) Web-Based Mail Machine Software (5.0)

0 Medium • 1000-2500 flats/day

• 100-200 parcels/day

0 Large • 2500-5000+ flats/day

• 200+ parcels/day

Mailing and Shipping Software Requirements.

Software shall be delivered and maintained at the contractors most current version. Software and application(s) shall support seamless processing of all carriers through automatic rate shopping. Software shall automatically determine the most economical delivery method for letters, flats, and parcels by examining criteria such as applied business rules, delivery time, priority, and transportation method. Upon identifying the most economical delivery method, the system shall produce the carrier compliant label. Software shall have the ability to capture and download postage, track and determine how much postage has been downloaded; determine postage remaining on the meter, and report daily/monthly/yearly spending from the meter.

Software shall be web-based allowing local and remote access to mail machines. Mail machines shall have locally stored data which includes United States and International volumes and expenditures for USPS letters/flats/packages in all mail classes; and commercially provided expedited services in all shipping classes.

Mail System Accessory Requirements

Handheld Scanners – N/A

Mail Openers and Extractors -N/A

Folders/Inserters – N/A

Sorters – N/A

Stackers N/A

Digital Scale – Built in

• Digital scales shall provide the ability to electronically weigh postal and parcel items for shipping.

• Scales shall be USB capable for downloading weight to a computer or other connected devices.

• Facility processing requires scales able to handle weight ranges from 0-15 lbs.

Mail is automatically weighed as it moves through the system, accurately placing the correct postage at up to 50 letters per minute so, you are always paying the right amount.

Printers – Built in

• Printer must be carrier compliant label printer that can print USPS and IMPB shipping label

• Select your sending options from the large, 7” full-color touch screen display.

• Get automatic rate change updates to ensure you’re paying the correct amount of postage.

• Easily compare USPS®, UPS® and FedEx® rates with SendPro 360 multi-carrier shipping. *

• Send, track, and save anytime, from anywhere, with included access to SendPro 360 software*.

• Accurately weigh packages with the integrated, digital scale.

• Process mail quicker with semi-automatic feeding at speeds up to 65 letters per minute.

INTEGRATED ADDRESS BOOK TO ACCURATELY VERIFY ADDRESSES, HELPING TO AVOID

UNDELIVERABLE CHAR MAINTENANCE SUPPORT REQUIREMENTS

The contractor shall perform all mail system maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within 24 hours of notification. Any portion of the mail system that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor.

The contractor shall repair the mail system within 24-hours working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. e.s.t Monday through Friday (excluding Federal holidays).

The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract.

The contractor shall ensure that the mail system operates as originally designed and installed throughout the entire awarded contract period.

• Contractor maintenance shall include preventative maintenance at manufacturer-recommended intervals.

• The contractor shall provide complete remedial and preventive maintenance for the components of the installed solution.

• The contractor shall provide all replacement component parts as required to meet original equipment performance at no additional cost to VA.

• The contractor shall provide an affixed label to equipment which identifies equipment make, model, device serial number, mail meter serial number and equipment service support and contact information.

• Manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device.

Maintenance Support Requirements The contractor shall perform all mail system maintenance (both preventive and reparative). This maintenance includes all parts and labor. The contractor shall respond to all maintenance requests within 24 hours of notification. Any portion of the mail system that cannot be repaired shall be replaced within 2 days. Only qualified personnel, materials, spare parts, tool, hardware/software and network components necessary to perform the service shall be provided by the contractor.

The contractor shall repair the mail system within 24 hours working hours after the request for the service call during the hours of 8:00 a.m. to 4:00 p.m. EST Monday through Friday (excluding Federal holidays).

The contractor shall regularly and systematically examine, clean, lubricate, test, adjust the equipment, and as conditions warrant, repair or replace equipment included under the contract. The contractor shall ensure that the mail system operates as originally designed and installed throughout the entire awarded contract period.

• Contractor maintenance shall include preventative maintenance at manufacturer-recommended intervals.

• The contractor shall provide complete remedial and preventive maintenance for the components of the installed solution.

• The contractor shall provide all replacement component parts as required to meet original equipment performance at no additional cost to VA.

• The contractor shall provide an affixed label to equipment which identifies equipment make, model, device serial number, mail meter serial number and equipment service support and contact information.

• Manuals, handbooks or brochures shall be provided in hard copy, soft copy or with electronic access instructions, consistent with standard industry practices for the equipment or device.

Delivery, Installation, Operational Readiness and Transition Requirements

The contractor shall install and make fully operational the mailing solution, including all accessories as ordered. The contractor shall complete delivery, installation, configuration, testing and operational readiness.

• The contractor shall establish internet connectivity to the postage meter for replenishment, rate change updates, etc. If applicable, contractor is to fully test remote diagnostics and troubleshooting as part of operational readiness.

• The contractor shall provide shipping of mail equipment to the mail facility or facilities at no cost to VA. VA will not reimburse contract for shipping or freight costs.

• The contractor shall remove trade-in components, old or discarded equipment from the installation site immediately after the new solution is installed and fully operational. This is done at no cost to VA.

Material and Supply Requirements The contractor shall provide, at time of delivery, an initial thirty business day stock of supplies sufficient for the installed Mailing System. The 30-day stock of supplies shall include ink, meter tape, sealing solution and any other system specific supplies sufficient for 30 business days of average use for the Mailing System installed.

The contractor shall provide the supplies on time and in quantity and quality. The supplies must be compatible with the mailing system installed and should not have any adverse effect on the system’s performance.

Training Requirements The contractor shall provide training at User site(s) to at least one key operator and one alternate for each solution installed.

• The contractor shall provide and complete key operator training within two business days of the solution’s installation.

• The contractor shall schedule training in coordination with the local Mail Manager or COR.

• Training shall cover, at a minimum, the following operations: proper operation of the solution component(s), replacement and ordering of supplies, performance of routine tasks such as daily maintenance, adding postage to the meter, reporting of mail volumes and costs, locating a component’s model and serial numbers, meter serial number, and placing a service call.

• The contractor shall provide and complete key operator training within two (2) business days of any software/process minor or major updates. This training can be virtual (e.g. Zoom, Webex or Microsoft Teams) or face-to-face.

Installation, training, and on-going support/maintenance The vendor must ensure complete installation, configuration, setup, testing, and maintenance of all equipment (rented) and software, including integration with and configuration for data streams and document types processed. These will include the following but not limited to:

• Detailed and onsite end-user training must be provided to mailroom staff on all equipment (rental), software, and procedures

• Additional on-site end-user training must be provided, as requested.

• Detailed and onsite administrative training and documentation for Mail Manager and other identified staff on Mail Output/Document Management Software Solution, Browser-Based, Multi-Carrier Integrated Shipping System.

All scheduled and periodic maintenance required by equipment and software (rental) manufacturers must be included in the proposal and performed by certified individuals during regular business hours (8:00am to 4:00pm EST). The vendor is required to coordinate exclusively with Cincinnati VA Medical Center Mailroom Manager for any onsite or remote support when needed. Any deviation from these requirements will not be acceptable.

Deliverables The Contractor shall submit the following items to the Contracting Officer Representative (COR), according to the schedule below. For all the written deliverable products, electronic copies in Microsoft Office suite shall be submitted.

Schedule of deliverables Schedule of deliverables Task # Description Delivery Date 1 Deliver all machinery and support equipment to Cincinnati VA

Medical Center and Supported CBOCs 08/04/2026

2 Installation / Training of Eye Clinic 08/13/2026 3a Installation / Training Georgetown 08/14/2026 Installation/Training Clermont 8/15/2026 Installation/Training Dearborn 8/16/2026 Installation/Training Bellevue 8/17/2026

Installation/Training Butler 8/18/2026 3b Installation / Training Florence CBOC 8/19/2026 4 Go Live 8/14/2026 5a Reporting – Monthly Service and Maintenance Report by the 5th of every month 5b Reporting – Invoicing breakdown of all shipments By the 5th of every month

Contractor Performance

• Vendor to provide machinery, installation, training, initial stock materials, and support for all hardware and software.

• Vendor to respond to all service requests within 24 hours and follow all guidance in section 7.0 above.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

• The Government shall provide a space, network access and electricity for all equipment.

Equipment

• All Equipment pricing shall be provided as a monthly charge for each period of performance, base and all option years.

Item Number

Description of Supplies/Services Unit Unit Price

0001 Small Mail Room Meter Lease/Solution IAW

0002 Medium Mail Room Meter Lease/Solution IAW

0003 Large Mail Room Meter Lease/Solution IAW 0

0004 Scalable Cloud Based Data Hosting IAW

0005 Virtual Mail Metering Software IAW

0006 Web-Based Mail IAW Machine Software

0007 Mail Opener IAW

0008 Letter Folder IAW

0009 Letter Inserter IAW

0010 Sorter IAW

0011 Mail Stacker IAW

0012 Digital Scale IAW

0013 Laser Printer IAW

0014 Thermal Printer IAW 0

0015 Hand-Held Scanner IAW

EXPECTATIONS

The contractor must ensure that all administrative and technical team members who visit federal facilities and communicate with both Cincinnati VA Medical Center and contracting personnel maintain decorum. The contractor shall be held accountable for any breach of rules of behavior by their team members during their interactions at any of the federal facilities. The contractor must take all necessary steps to ensure their team members conduct themselves professionally and respectfully. Such measures may include training their team members on appropriate conduct and etiquette when interacting with personnel or visiting federal facilities. By doing so, the contractor will help to maintain a productive and professional working relationship with Cincinnati VA Medical Center and its contracting personnel.

The contractor shall ensure that the following requirements are met:

• Identification The contractor will require all their team members to wear uniforms that are easily identifiable with the name of the company printed on them when coming to Cincinnati VA Medical Center and CBOCs. Additionally, the contractor is required to issue an identification badge to the technical team member which should ideally have a picture and the name of the team member. This badge must be worn by the technical team member while providing contracted services at the Cincinnati VA Medical Center facility and CBOCs.

• Conduct The contractor will be held liable for unacceptable behavior team members and Cincinnati VA Medical Center, and these unacceptable behaviors will not be tolerated. These behaviors include, but are not limited to, improper physical actions (touching), improper verbal statements (using derogatory comments and verbal abuse), and improper visual actions (ogling, making sexual gestures).

Photography, video, or audio recording of any kind is not permitted within, nor outside the premises at the Cincinnati VA Medical Center facility.

Cincinnati VA Medical Center is committed to creating an environment where everyone is treated with civility, compassion, and respect. Sexual assault, sexual harassment, and other forms of harassment violate our values and make our workplace unsafe for everyone.

Sexual Assault is any type of sexual contact or attempted sexual contact that occurs without the explicit consent of the recipient of the unwanted sexual activity. Sexual assaults may involve psychological coercion, physical force, or victims who cannot consent due to dementia, anesthesia, severe mental illness, or other factors that remove the capacity to consent. Sexual assault is a crime. Report sexual assaults immediately to VA Police at 3333 Report even when the assault is committed by a patient with diminished capacity. We have an obligation to report assaults and to support victims. Timely reporting is imperative as VA Police are mandated to report incidents within two hours of discovery.

Sexual Harassment is any unsolicited or unwanted verbal, gesture, or conduct that is is sexual in nature.

Cincinnati VA Medical Center has a zero-tolerance sexual harassment policy. Management will take prompt and effective action to address the harassment.

Harassment is any unwelcomed conduct that creates an intimidating, hostile, or offensive environment.

Federal law prohibits the possession of firearms or other dangerous weapons in Federal facilities and Federal court facilities by all persons not specifically authorized by Title 18, United States Code, Section 930. Violators will be subject to fine and/or imprisonment for periods up to five (5) years.

• Business Associate Agreement (BAA) Compliance

Business Associate is a person, organization, or company that performs or assists in performing functions or activities that involve the use or disclosure of PHI on behalf of the VHA facility or provides certain services involving the disclosure of PHI by VHA. Disclosure is the release, transfer, provision of access to, or divulgence of information outside of VHA, except the phrase "accounting of disclosures."

• Records Management

This clause applies to contractors whose employees handle federal records. Federal records, as defined in 44 U.S.C. § 3301, include all recorded information made or received by a Federal agency under Federal law or in connection with public business. They are preserved as evidence of Government activities or for their informational value.

The term "Federal record" encompasses records of the Veterans Affairs (VA) and those generated, received, or maintained by contractors under their contract with the VA. It excludes personal materials and may comprise deliverables and associated documentation. The term is of significance to businesses and academic institutions operating within the purview of the VA.

• The contractor is required to comply with all applicable laws and regulations related to records management, as well as the records policies of the National Archives and Records Administration (NARA). These policies include preserving all records regardless of their form or characteristics, mode of transmission, or state of completion. All data created for government use and delivered to, or under the legal control of, the government are considered federal records subject to the provisions of the Federal Records Act, the Freedom of Information Act (FOIA), and the Privacy Act of 1974.

• Contractors must manage and schedule the disposition of such records in accordance with federal law.

• The contractor must maintain all records created for government use, or created while performing the contract, and/or delivered to, or under the legal control of the government.

Electronic records and associated metadata must be accompanied by sufficient technical documentation for understanding and using the records and data.

• Contractors must prevent the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of the agency or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity.

• Contractors must immediately report to the appropriate Contracting Officer upon discovering any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment (procured and rental). Disclosure of non-public information is limited to authorized personnel with a need-to-know.

• The contractor must establish appropriate personnel, administrative, technical, and physical safeguards to ensure the security and confidentiality of information, data, documentary material, records, and equipment (procured and rental).

• The contractor must not remove material from government facilities or systems, or facilities or systems operated or maintained on the government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment (procured and rental) are no longer required, they shall be returned to VA control, or the Contractor must hold them until otherwise directed. Destruction of records is expressly prohibited unless authorized.

• The contractor is required to obtain the Contracting Officer's approval before engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and records generated under or relating to contracts.

• The contractor (and any sub-contractor) must abide by Government and VA guidance to protect sensitive, proprietary, classified, and controlled unclassified information. The contractor must only use Government IT equipment for purposes explicitly tied to or authorized by the contract and VA policy.

• The contractor must not create or maintain records containing non-public VA information not explicitly tied to or authorized by the contract.

• The contractor must not retain, use, sell, or disseminate copies of any deliverable containing information covered by the Privacy Act of 1974 or generally protected from public disclosure by an exemption to the Freedom of Information Act. All data and records produced as part of this contract are the property of the U.S. Government, for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

Any contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Note:

The Contractor is expected to complete records management training as a prerequisite for their engagement. Furthermore, it is incumbent upon the Contractor to maintain a state of readiness to furnish any documentation that may be requested by auditors or surveyors in the event of an audit or survey.

This documentation must conform to the requirements of the auditors or surveyors promptly and efficiently.

• Flow down of requirements to subcontractors The Contractor must ensure that all subcontractors are well-informed and equipped to comply with the requirements outlined in this clause due to:

• The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same

• Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor

Cincinnati VA Medical Center roles/responsibilities/poc The following services’ role and responsibilities are:

OI&T

• Provide workstation PC.

• Provide network connections (from the network closet to WLAN/Internet)

• Provide Security software for servers (Anti-Virus, Firewall, etc.)

• Provide Ongoing OS support and all VA-provided software.

o Note: The hard drive is the property of the VA Facility.

Engineering

• Inspect and provide appropriate electrical connections with power filters.

• Inspect and provide network connections (cable from the closet to equipment location)

Supply Chain Services, Mailroom

• Contracting Officer's Representative.

• Key personnel/staff attendance for installation and training.

o Note: The facility is responsible for procuring ink and labels after initial 30-day supply is provided by contractor.

Pertinent security clauses

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.

ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

• 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.

• All contractors, subcontractors, and third-party services 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.

• 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.

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

VA INFORMATION CUSTODIAL LANGUAGE

• 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)

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

• Prior to termination or completion of this contract, the contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor while 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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 to all requests for demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

• 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 to such court orders or other requests to the VA contracting officer for response.

• 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 COTR.

SECURITY INCIDENT INVESTIGATION

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

• 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.

• 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.

• 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.

LIQUIDATED DAMAGES FOR DATA BREACH

• 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 the VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in the amount determined to be adequate by the agency.

• 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.

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

o Nature of the event (loss, theft, unauthorized access).

o Description of the event, including:

date of occurrence.

data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code. (3) o Number of individuals affected or potentially affected.

o Names of individuals or groups affected or potentially affected.

o 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.

o Amount of time the data has been out of VA control.

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

o Known misuses of data containing sensitive personal information, if any.

o Assessment of the potential harm to the affected individuals.

o Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy

Incidents, as appropriate.

o 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.

• 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:

o Notification.

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

o Data breach analysis.

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

o One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and o Necessary legal expenses, the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

TRAINING

• All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

o Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

o Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

o Successfully complete the appropriate VA privacy training and annually complete required privacy training; and o Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800- 16, Information Technology Security Training Requirements.]

• The contractor shall provide the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

• Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0.00

NSP $0.00

FED RAMP Authorized Cloud Service and Pitney Ship Cubes

POP: 9/30/2026 - 9/29/2027

CBOC's: Bellevue, Florence, Clermont, Butler, Dearborn and Georgetown.

Contract Period: Base POP Begin: 09-30-2026 POP End: 09-29-2027 PRINCIPAL NAICS…