S06 - 36C10X25Q0002 0001 - AITC Gen Fuel Sys MX.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 15

25-NT0018

36C10X

Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

36C10X

Strategic Acquisition Center - Frederick Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

To all Offerors/Bidders

36C10X25Q0002

10-22-2024

X

X X

Please see A.1 CONTINUATION PAGE

36C10X25Q0002 0001

Table of Contents

A.1 CONTINUATION PAGE

B.2 PERFORMANCE WORK STATEMENT

A.1 CONTINUATION PAGE

The purpose of this amendment is to update SECTION B.2 PERFORMANCE WORK STATEMENT (PWS), to provide answers to questions received in response to the RFQ and to provide information regarding a site visit.

Q&A:

Question 1: I do not see any Load Bank Test needed; do you require 2 Hour Load Bank Test?

Answer: A load bank test may be needed. Language is updated in Section 7.2.4 and

7.2.5 of the PWS.

Question 2: May all these services be performed during normal business hours?

Answer: All work is to be performed during normal business hours except for Task 7.2.4 and 7.2.5 which may require the contractor to perform work outside of normal business hours. Language was added to Section 2.0 Scope of Work to reflect this.

Question 3: Is there an Incumbent in place? If so, kindly provide the contract award number, awardee name, and award amount of the contract.

Answer:

Incumbent Contract Number: 36C10X23P0030

Incumbent Contract Award Amount: $132,074.00

Incumbent Contract Awardee:

ALL-TECH FUEL SYSTEMS LLC

850 BROOKLINE

KATY, TX 77494

Site Visit Information:

A site visit is scheduled to occur on October 28, 2024, at 1:00PM CT at the VA AITC facility located at 1615 Woodward Street, Austin, Texas 78772. Vendors who wish to attend please email Zachery.Minns@va.gov with the Contractors business name and the first and last name of the individuals attending by 11:00AM CT, October 28, 2024.

Once VA receives this information a confirmation email will be sent.

Any post site visit questions shall be submitted to Zachery.Minns@va.gov and Justin.Cole4@va.gov by 10:00AM CT October 29, 2024.

Any Changes to SECTION B.2 PERFORMANCE WORK STATEMENT (PWS) are annotated in BLUE font for ease of reference.

There are no further changes.

mailto:Zachery.Minns@va.gov mailto:Zachery.Minns@va.gov mailto:Justin.Cole4@va.gov

B.2 PERFORMANCE WORK STATEMENT

Title: 25-NT0018 - Generator Fuel System Maintenance and Repair Services

1.0 BACKGROUND

Austin Information Technology Center (AITC) requires continuous Generator support for Computer Room Computer Server operation during an electrical power outage. AITC has eight (8) Cummins Generators with three hundred (300) Gallon Day Tanks and three (3) fifteen thousand (15,000) gallon bulk diesel fuel storage tanks and delivery control system. Generator power critical in supporting Veterans services and electrical outage shall not be allowed. The fuel system must be available 24/7/365 to support emergency generators whenever they call for fuel.

Contractor Technicians shall be certified to work on All-Tech Fuel Systems (this includes being authorized for All-Tech proprietary software), which includes Mechanical Equipment, Control Panels, pumps, Split AC DX unit for Mechanical Pump House, Generators # 1 thru. #8 local Electrical Panel Enclosures on concrete pads AC DX units, Piping & System Filters. Contract shall include 24/7/365 response for Emergency repairs.

One (1) additional year of full maintenance and emergency repair services shall be available to the contractor based upon their satisfactory performance of all contract performance objectives and the Government’s need to continue services.

Equipment to be maintained:

• Mechanical Pump House, located in the Tank Farm Area:

• Three (3) Proven Controls Panels for Fuel Oil Triplex Supply Panel, Fuel Oil

Master Controller Panel and Fuel Oil Filtration Panel (which each panel includes Relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Fuel Oil Triplex Supply Panel: One (1) equipment containment skid with three

(3) ¾ Hp Motor & Pumps and one (1) Proven Control Panel as listed above.

• Fuel Oil Master Controller Panel.

• Fuel Oil Filtration Panel: One (1) equipment containment skid with One (1) 1

Hp Motor & Pump with Two (2) Parker Hannifin Corp. Filters to be changed every three (3) months and one (1) Proven Control Panel as listed above.

• Ball Valves.

• Strainer Valves.

• Magnum Inverter 16, One (1) Ton Split DC AC Unit.

• Piping of varies sizes.

• Generators (total of eight generators) located in Tank Farm area and generator room #160B with the following at each:

• One (1) Proven Controls Panel (which includes Relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Two (2) 1 Hp Motor & Pumps.

• Two (2) Magnatol Valve Corp. (Type = 18ARV44-0 Diesel)

• Nine (9) Ball Valves.

• Three (3) Flow Sensors.

• Piping of varies sizes.

• Generator #4 thru. #8 NEMA 4 Electrical Control Panel Enclosure with DX AC unit.

• Fuel Oil Remote Master Controller in Electrical Rm. 160D

• One (1) Proven Controls Panel (which includes Relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Fuel System Alarm Panel in Security Office (Post #1) Rm. 180

• One monitoring panel indicating fuel leak with silence button.

• Exterior Diesel Fuel Tank three (3) Solar Gauges by Greenleaf Gauge model

EFG-8000.

• Main distribution piping & valves of varies sizes.

2.0 SCOPE OF WORK

The contractor shall perform monthly inspections of entire system and provide detailed field report of findings and recommendations. The contractor shall perform quarterly maintenance and provide detailed service report listing all tasks performed and recommendations for repair. The contractor shall perform an annual maintenance and provide detailed service report listing all tasks performed and recommendations for repair. The Contractor shall perform emergency and non-emergency repairs of the system as needed. The Contractor shall provide all labor, tools, supervision, and equipment necessary to complete this service contract. All work shall be performed during normal operating hours except for Task 7.2.4 Emergency Repairs and Service (T&M) and 7.2.5 Non-Emergency Repairs and Service (T&M) which may require the contractor to perform work outside of normal business hours.

Specific details of each task are listed in section 7.2.

3.0 CONTRACT TYPE

Hybrid Firm-Fix Price (FFP) / Time and Material (T&M) Contract.

4.0 PERIOD OF PERFORMANCE

The period of performance is twelve (12) months from date of award, with one 12-month option period.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO or COR.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

New Year's Day .................................. January 1

Juneteenth ......................................... June 19 Independence Day ............................. July 4 Veterans Day ..................................... November 11 Christmas Day .................................... December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday ............. Third Monday in January Washington's Birthday ........................ Third Monday in February Memorial Day ..................................... Last Monday in May Labor Day ............................................. First Monday in September Columbus Day ...................................... Second Monday in October Thanksgiving ........................................ Fourth Thursday in November

5.0 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located at AITC 1615 Woodward Street, Austin, Texas 78772.

6.0 TRAVEL

N/A

TASK STATEMENT

7.1 REPORTING REQUIREMENTS (NSP)

The Contractor shall provide the Contracting Officer’s Representative (COR) with Monthly Progress Reports in electronic form in Microsoft Word or Microsoft Excel.

The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

The Contractor shall monitor performance against the previous month’s approved Monthly Progress Report and report any deviations. It is expected that the Contractor shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.

Contractor Project Management Plan

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with the Contracting Officer’s Representative. The Contractor shall update and maintain the VA PM approved CPMP throughout the POP.

Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.

Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

Deliverables:

A. Contractor Project Management Plan B. Monthly Meeting minutes C. Monthly Progress Report

7.2 Contractor shall perform the following Maintenance Tasks:

7.2.1 Monthly Inspections and Maintenance (FFP):

The Contractor shall perform monthly inspections and maintenance. At a minimum monthly inspections and maintenance shall include:

• Full visual inspection of entire system.

• Check for leaks, wear points of system and indications of pump wear.

• Check all fuel control alarm/history at each fuel controller.

• Check generators # 1 thru. #8, NEMA 4 fuel control panels, ac units and repair as required.

Deliverable:

D. Detailed service report after each visit, listing all task performed and providing recommendation for approval for repair.

7.2.2 Quarterly Inspections and Maintenance (FFP):

The Contractor shall perform quarterly inspections and maintenance. At a minimum quarterly inspections and maintenance shall include:

• Change micron filters at generators and mechanical pump house filtration unit.

• Run and test system and all alarms:

• Test triplex supply

• Check filtration systems.

• Test all eight (8) return pumps on skids by running in manual mode and automated mode to ensure smooth delivery of fuel to each generator.

• Check all pumps motor & pumps and repair as required (i.e., replacing pump motors, pumps & etc.).

• Simulate call for fuel and fill all tanks to a full state to check for all liquid level alarms to verify functioning properly.

• Test all leak sensors to verify functioning properly.

• Test all functionality and performance of the controls and inspect all internal components of each control panel including each panel and master/satellite master for damage/malfunctioning equipment.

• Download and analyze all activity within the controls via SD cards.

• Perform programming tune ups, graphic updates when needed for any of the fuel oil control panels.

• Clean every enclosure and skid onsite:

• Contractor shall clean and wipe down each skid leaving free of dirt, dust and liquid.

• Check all piping & equipment and repair as required.

• Check Bulk Tanks Solar Gauges to verify functioning properly.

• Check all fuel piping for leaks.

• Check system pumps and repair as required.

• Check all tanks level sensors for proper operation and repair as required.

• Check equipment electrical wiring & connection to meet latest NEC and repair as required.

• Check generators # 1 thru. #8, NEMA 4 fuel control panels, ac units and repair as required.

Deliverable:

E. Detailed service report after each visit, listing all task performed and

7.2.3 Annual Inspections and Maintenance (FFP):

The Contractor shall perform annual inspections and maintenance. At a minimum annual inspections and maintenance shall include:

• Mechanical Pump House, located in the Tank Farm Area:

• Three (3) Proven Controls Panels for Fuel Oil Triplex Supply

Panel, Fuel Oil Master Controller Panel and Fuel Oil Filtration Panel (includes relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Fuel Oil Triplex Supply Panel: One (1) equipment containment skid with three (3) ¾ Hp Motor & Pumps and One (1) Proven Control Panel as listed above.

• Fuel Oil Master Controller Panel

• Fuel Oil Filtration Panel: One (1) equipment containment skid with one (1) 1 Hp Motor & Pump with two (2) Parker Hannifin Corp.

Filters, to be changed every three (3) months and one (1) Proven Control Panel as listed above.

• Ball Valves

• Strainer Valves

• Magnum Inverter 16, one (1) Ton Split DC AC unit

• Piping of varies sizes.

• Generators, total of eight located in Tank Farm area and generator room #160B with following at each:

• One (1) Proven Controls Panel (includes relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Two (2) 1 Hp Motor & Pumps

• Two (2) Magnatol Valve Corp.

• Nine (9) Ball Valves

• Three (3) Flow Sensors

• Piping of varies sizes.

• Fuel Oil Remote Master Controller in Electrical Rm. 160D

• One (1) Proven Controls Panel (includes relays, Rhino Modules, Stride Switches, Productivity PLC’s and Eaton Electrical Breakers).

• Fuel System Alarm Panel in Security Office (Post #1) Rm. 180

• One monitoring panel indicating fuel leak with silence button.

• Exterior Diesel Fuel Tank Three (3) Solar Gauges.

• Main distribution piping & valves of varies sizes.

• Change micron filters at generators and mechanical house filtration unit

• Run and test system and all alarms:

• Test triplex supply

• Check filtration systems.

• Test all eight (8) return pumps on skids by running in manual mode and automated mode to ensure smooth delivery of fuel to each generator.

• Check all pumps motor & pumps and repair as required (i.e., replace seal, replacing pump motors, pumps & etc.).

• Simulate call for fuel and fill all tanks to full state to check for all liquid level alarms to verify proper operation.

• Test all leak sensors to verify correct operation.

• Test all functionality and performance of the controls and inspect all internal components of each control panels (including master/satellite for damage & malfunctioning operation).

• Download and analyze all activity withing the controls via SD cards.

• Perform programming tune ups, graphic updates as required for any fuel panels.

• Clean every enclosure and Skid onsite.

• Clean and wipe down each skid leaving free of dirt, dust, and liquid.

• Check all piping & equipment and repair as required.

• Check Bulk Storage Tank Solar Gauges to verify proper operation and replaced as required.

• Check all fuel piping for leaks and repair as required.

• Check all tanks level sensors for proper operation and repair/replace as required.

• Check equipment electrical wiring & connection to meet latest NEC code and repair as required.

• Check generators # 1 thru. #8, NEMA 4 fuel control panels, ac units and repair as required.

F. Detailed service report after each visit, listing all task performed and

7.2.4 Emergency Repairs and Service (T&M):

The Contractor Shall provide emergency services and/or repairs as required by the Government. Any operating condition when the fuel control system is unable to immediately and properly support the supply of fuel to the emergency generators is considered an emergency condition.

• The Contractor may be contacted for emergency repairs and/or services during both business and non-business hours. The COR, or other designated Government representative may direct the Contractor to perform the work during Holidays.

• The Contractor shall be onsite within five (5) hours after receiving emergency call from VA COR or VA representative.

• The services and repairs must include all parts and labors. Emergency associated parts and labor task funding under time/material contract CLINs.

• Vendor shall support the VA when the generators are required to run during emergencies to support the Data Center operations. This may occur during either normal or after normal work hours.

G. Detailed service report after each visit, listing all tasks performed.

7.2.5 Non-Emergency Repairs and Service (T&M):

The Contractor Shall provide non-emergency repairs and/or services as required by the Government. Any operating condition where the fuel control system can immediately and properly support the supply of fuel to the emergency generators however a component or aspect of the fuel control system is not in a “normal” operating condition, is considered a non-emergency condition.

• The Contractor shall be onsite within twenty-four (24) hours after receiving a non-emergency call from VA COR or VA representative.

• The services and repairs must include all parts and labors. Emergency associated parts and labor task funding under time/material contract CLINs.

• Vendor shall support the VA when the generators are required to run during special events (e.g., generator load bank testing, electrical construction projects that require generators to run for a few hours, etc.). This may occur during either normal or after normal work hours.

H. Detailed service report after each visit, listing all tasks performed.

7.0 DELIVERY SCHEDULE

Task Deliverable Quantity Delivery Date

7.1 REPORTING

REQUIREMENTS

A. Contractor Project Management Plan

1 At award

7.1 REPORTING

REQUIREMENTS

B. Monthly Meeting minutes 4 Two days after meeting

7.1 REPORTING

REQUIREMENTS

C. Monthly Progress Report 4 After each month

7.2.1 MONTHLY

INSPECTIONS AND

MAINTENANCE

D. Detailed service report after each visit, listing all task performed and providing recommendation for approval for repair.

12 Upon completion of inspection

7.2.2 QUARTERLY

INSPECTIONS AND

MAINTENANCE

E. Detailed service report after each visit, listing all task performed and providing recommendation for approval for repair.

4 Upon completion of inspection

7.2.3 ANNUAL

INSPECTIONS AND

MAINTENANCE

F. Detailed service report after each visit, listing all task performed and providing recommendation for approval for repair.

1 Upon completion of inspection

7.2.4 EMERGENCY

REPAIRS AND SERVICE

G. Detailed service report after each visit, listing all tasks performed.

1 Per Emergency

Request

Upon completion of inspection

7.2.5 NON-EMERGENCY

REPAIRS AND SERVICE

H. Detailed service report after each visit, listing all tasks performed.

1 Per Non- Emergency

Request

Upon completion of inspection

8.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. The QASP explains the following:

• What will be monitored.

• How monitoring will take place.

• Who will conduct the monitoring.

• How monitoring efforts and results will be documented.

The QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

The QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor.

Updates shall ensure that the QASP remains a valid, useful, and enforceable document.

Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The QASP will be provided as an attachment.

9.0 SECURITY AND PRIVACY REQUIREMENTS

9.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

Position Sensitivity

Background Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “Personnel Suitability and Security Program,” Appendix A)

Low / Tier 1 Tier 1 / National Agency Check with Written Inquiries (NACI) A Tier 1/NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), Federal Bureau of Investigation (FBI) name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.

Moderate / Tier 2

Tier 2 / Moderate Background Investigation (MBI) A Tier 2/MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.

High / Tier 4 Tier 4 / Background Investigation (BI) A Tier 4/BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.

The position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the Performance Work Statement are:

Position Sensitivity and Background Investigation Requirements by Task Task Number Tier1 / Low / NACI Tier 2 / Moderate /

MBI

Tier 4 / High / BI

INSERT TASK #

The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

9.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

9.2.1 Contractor Responsibilities:

A. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak and understand the English language.

B. The Contractor shall bear the expense of obtaining background investigations.

Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the ProPath template. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 7.0 Tasks), etc.

The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

C. The Contractor should coordinate the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized.

D. The Contractor shall ensure the following required forms are submitted to the COR within 3 days after contract award:

1) For a Tier 1/Low Risk designation:

a) OF-306

b) DVA Memorandum – Electronic Fingerprints

2) For Tier 2/Moderate or Tier 4/High Risk designation:

a) OF-306

b) VA Form 0710

c) DVA Memorandum – Electronic Fingerprints

The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management’s (OPM) Electronic Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from the Security and Investigation Center (SIC).

The Contractor employee shall certify and release the e-QIP document, print and sign the signature pages, and send them encrypted to the COR for electronic submission to the SIC. These documents shall be submitted to the COR within 3 business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process. If click to sign is used, the Contractor employee should notify the COR within 3 business days that documents were signed via eQIP).

E. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

F. A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC) or “Closed, No Issues” (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed “Contractor Rules of Behavior.” However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of the Office of Personnel Management

(OPM).

G. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor employees and/or termination of the contract for default.

Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

9.2.3 Physical Security and Safety Requirements

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

a. The Contractor and their personnel shall wear visible identification at all times while they are on the premises.

b. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

c. Smoking is prohibited inside/outside any building other than the designated smoking areas.

d. Possession of weapons is prohibited.

e. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.