PWS NVGAG NVCAF Transportation - Draft Final.docx

SECTION 1.0 – INTRODUCTION AND BACKGROUND

This Performance Work Statement (PWS) defines the requirements for transportation services under an Indefinite Delivery, Indefinite Quantity (IDIQ) contract. The contract supports two national‑level Department of Veterans Affairs (VA) programs:

• The National Veterans Golden Age Games (NVGAG), including annual site visits and event transportation during the ordering period.

• The National Veterans Creative Arts Festival (NVCAF) for designated event years.

This IDIQ provides a unified scope of transportation services required to support recurring national VA events. Each task order will define the event year, schedule, required vehicle quantities, routing requirements, and operational details. Except where a minimum is stated, passenger counts and quantities in this PWS are planning figures; each task order will state the firm requirements.

1.1 National Veterans Golden Age Games (NVGAG)

NVGAG is a national senior adaptive rehabilitation program promoting fitness, independence, and quality of life for older Veterans. It features multi‑event athletic competitions and recreational activities for Veterans with varying levels of physical ability. NVGAG also serves as a qualifying event for participation in the National Senior Games.

1.2 National Veterans Creative Arts Festival (NVCAF)

The National Veterans Creative Arts Festival empowers Veterans to improve their mental and physical health through therapeutic creative arts experiences. The event reinforces the VA’s commitment to whole health, recovery-oriented care, and Veteran-centered services by celebrating resilience, achievement, and personal growth. Showcasing the intersection of artistry and healing, the event features National Veteran medalists invited for their artistic achievements and therapeutic use of the arts.

SECTION 2.0 – SCOPE OF WORK

The Contractor shall furnish all labor, project management, supervision, transportation vehicles, drivers, equipment, fuel, maintenance, insurance, and supplies necessary to provide passenger transportation services for VA national events.

Services apply to NVGAG/NVCAF, and associated site visits throughout the ordering period. The place of performance (host city and venues) will be identified in each task order. Services include, but are not limited to:

• Transporting ambulatory and non‑ambulatory Veterans

• Transporting VA staff, volunteers, sponsors, family members, and authorized personnel

• Transporting mobility devices, personal luggage, and event‑related equipment

• Airport arrival and departure transportation

• Continuous venue‑to‑venue and offsite parking lot shuttle operations during event hours

• Coordination with airports, event venues, and event planners

• ADA (Americans with Disabilities Act) ‑compliant transportation, including wheelchair and scooter accommodations

• Support for routing studies, site visits, planning walkthroughs, and rehearsal movements

• Transportation to and from event-designated outing locations (NVCAF) The Contractor shall be capable of transporting • NVGAG site visits with up to 45 passengers per motorcoach

• NVGAG event operations with an approximate of 1,800 ambulatory passengers and approx. 150 wheelchair/scooter users

• NVCAF event operations with approx. 200 ambulatory passengers per itinerary segment The Contractor must maintain schedule flexibility and adjust operations an within 1‑hour tolerance'.

SECTION 3.0 – OBJECTIVES

The Contractor shall provide safe, reliable, fully staffed, and fully compliant transportation services for National VA events under this IDIQ. The objectives include:

• Providing timely transportation for Veterans, staff, volunteers, sponsors, and authorized personnel

• Ensuring compliance with ADA requirements, passenger assistance and accessibility training equivalent to CTAA PASS

• Maintaining flexibility in scheduling based on Government updates

• Supporting both event operations and pre‑event site visits

• Ensuring continuous communication with the COR and designated event officials

• Providing all required deliverables within the specified timeframes

• Maintaining the capability to supply replacement drivers or vehicles when needed

• Ensuring no disruption to other Government contractors or Government operations If the Contractor anticipates missing a deliverable due date, the Contractor shall notify the COR in writing as soon as the delay is known, and no later than 2 business days before the due date, with justification and a proposed revised date.

SECTION 4.0 – TASKS

Integrated Tasks Applicable to All NVGAG, NVCAF, and Site Visit Task Orders This section combines NVGAG and NVCAF requirements into unified task categories.

4.1 TRANSPORTATION SERVICES

The Contractor shall:

• Transport ambulatory and non‑ambulatory passengers between airports, hotels, venues, and other designated event locations

• Support all official event routes and schedules provided by the Government

• Provide airport arrival and departure transportation

· Obtaining all airport ground-transportation permits (see Section 14.2)

• Transport mobility devices, luggage, and personal items as needed

• Provide transportation during pre-event site visits, rehearsals, and planning walkthroughs

• Provide continuous shuttle operations during event intervals

• Maintain schedule flexibility within an 1‑hour adjustment window

• Respond to COR direction regarding route changes, traffic issues, or emergency reassignments

• Ensure at least one vehicle is staged at all active venues during event operational hours for emergency transport (non-medical transport only; this does not replace emergency medical services)

· Ensure two vehicles are designated to transport Veterans and volunteers to and from designated parking lot location to main event venue.

The Contractor shall also:

• Provide trained personnel to assist passengers with boarding, exiting, and equipment handling

• Provide trained personnel capable of assisting visually impaired Veterans with verbal guidance

• Ensure mobility devices are properly secured using approved tie-down systems

• Provide replacement vehicles and drivers in case of breakdowns or call‑outs

• Ensure continuous operations during event hours as defined in each task order Maximum Event Day Operating Window:

Task orders may require transportation operations from 3:00 a.m. through 12:30 a.m.

4.2 VEHICLE & EQUIPMENT REQUIREMENTS

Event buses shall seat a minimum of 45 (NVGAG) or 40 (NVCAF) passengers. ADA-accessible vehicles shall provide wheelchair/scooter securement positions; seated capacity in those vehicles may be reduced by the positions in use. Each TO will state the total number of wheelchair/scooter securement positions required across the fleet and the number of accessible vehicles required. Each accessible vehicle shall have an operable wheelchair lift or ramp meeting 49 CFR Part 38, tested by the driver before service each day. The Contractor shall provide motorcoach, charter, or shuttle-style vehicles (no school buses) meeting the following minimum standards:

• Fully functional heating and air conditioning

• Clean, safe seating and interiors

• Handrails and safe step configuration; or provide portable step stools if needed

• NVGAG/NVCAF signage shall be legible from 25 feet, in the format specified in the TO.

• ADA‑compliant vehicles able to transport the number of wheelchairs/scooters stated in the TO

• Secure tie‑down systems rated for not less than [600] lbs. combined occupied weight and compliant with 49 CFR Part 38• Locking mechanisms and secure storage for luggage and equipment

• Vehicles must not be left running while unattended

• Vehicles must be locked when not in use

• All cargo and personal items must be secured prior to movement Minimum passenger capacities:

• NVGAG:

– 45 passengers per load for event buses

– 45 passengers per load for site visit motorcoaches

• NVCAF:

– 40 passengers per vehicle per load Vehicle parking:

• Vehicles shall park only in Government‑approved locations during event hours

• Contractor is responsible for all non‑event hour vehicle staging locations and expenses

• Contractor assumes all responsibility for parking or moving violations

4.3 STAFFING, TRAINING & COMPETENCY REQUIREMENTS

The Contractor shall provide personnel who are:

• Fully trained in ADA requirements

• Competent in assisting passengers with mobility impairments

• Competent in providing verbal guidance to visually impaired passengers

• Trained to secure wheelchairs, scooters, and mobility equipment

• Trained according to CTAA Passenger Assistance, Safety and Sensitivity (PASS) or an equivalent nationally recognized passenger assistance and accessibility standards

• Professional in appearance and wearing identifiable company attire

• Equipped with dedicated or personal cell phones for communication

• Able to communicate clearly with event leadership and respond to updates in real time (Provide at least one local 24/7 POC for urgent transportation communication) The Contractor shall ensure drivers and vehicles meet the following:

• Valid CDL with passenger endorsement as required by 49 CFR Part 383'• DOT medical certification

• DOT drug and alcohol testing (49 CFR Part 382)

• Driver qualification files

• Vehicle inspection and maintenance (49 CFR Part 396)

• Valid USDOT/operating authority and no Unsatisfactory safety rating Minimum staffing requirements:

• At least two (2) on-site Project Managers during event operations

• Sufficient trained drivers to meet all schedules, including site visits and contingencies

• Replacement drivers available for call‑outs or extended operating hours Personnel conduct requirements:

• May not smoke except in designated areas

• Must avoid any behavior that could interfere with Government operations

• Must comply with all safety protocols and vehicle procedures

• Must maintain a polite, professional demeanor toward Veterans and event personnel

4.4 SITE VISITS & PRE‑EVENT COORDINATION

The Contractor shall support all pre-event site visits, planning meetings, routing assessments, and rehearsal movements as required under each task order. Requirements include:

• Providing motorcoach transportation for site visit participants

• Supporting passenger loads of up to 45 individuals per site visit motorcoach

• Participating in virtual or in person meetings with the Government to review:

– Venue access

– Vehicle staging areas

– Route conditions

– Safety and loading considerations

• Reviewing and validating the Government-provided site visit agenda and transportation schedule

• Providing input to ensure feasible timing and routing during the main event

• Assisting in identification of alternate routes or contingency access points The Government will provide site visit schedules and agendas no later than six (6) months prior to each scheduled site visit.

The Contractor shall produce a transportation plan summary for each site visit within the timeframe defined in Section 5.0 (Deliverables).

4.5 EVENT OPERATIONS

The Contractor shall provide complete transportation support during operational days of NVGAG and NVCAF events. Event operations may include long-duration service windows defined in each task order, which will not exceed 3:00 a.m. through 12:30 a.m.

Hours-of-service and driver fatigue requirements are stated in Section 6.2.

Operational tasks include:

• Continuous shuttle operations between designated venues and designated parking lot locations

• Airport arrival and departure transportation

• Transporting event participants, staff, volunteers, and equipment

• Maintaining communication with the COR, Transportation Coordinator, and event officials

• Rapid response to operational changes, including route adjustments or traffic interruptions

• Staging vehicles at designated operational areas throughout the event day

• Ensuring replacement vehicles and drivers are available in the event of breakdowns, delays, or call‑outs The Contractor shall ensure that:

• Vehicles operate according to the Government’s Transportation Schedule

• Drivers adhere to safety, ADA, and operational protocols

• All personnel and equipment remain available for the full duration of the event schedule

• No rider is left unattended inside any vehicle

• All cargo and passenger equipment is secured before movement The COR may direct operational adjustments within the scope of the TO and the Section 15.0 tolerance. Any other change requires CO action under Section 10.0..

4.6 REPORTING REQUIREMENTS

The Contractor shall comply with the reporting requirements in Section 11.0 (Contractor Reporting Requirements), which apply to all NVGAG, NVCAF, and site visit task orders.

SECTION 5.0 – DELIVERABLES

This section consolidates NVGAG, NVCAF, and site visit deliverables into a unified IDIQ deliverables matrix. Each Task Order (TO) will specify which deliverables apply, along with dates and required quantities.

5.1 Deliverables for Transportation Services (NVGAG & NVCAF)

Deliverables include transportation plans, required vehicles, trained staff, and documentation. All deliverables must be submitted by the dates specified in each TO.

Table 5‑A. Transportation Deliverables (Applicable to NVGAG and NVCAF)

5.2 NVGAG‑Specific Deliverables

These supplemental deliverables apply to NVGAG site visits and events.

Table 5‑B. NVGAG Supplemental Deliverables

5.3 NVCAF‑Specific Deliverables

Table 5‑C. NVCAF Deliverables

5.4 Deliverable Quality Standards

All deliverables must:

• Be written in clear, plain language

• Reflect all requirements of the PWS

• Incorporate COR feedback within 5 business days

• Be complete and accurate at submission

• Comply with ADA and safety standards

SECTION 6.0 – PERIOD OF PERFORMANCE (IDIQ‑LEVEL)

The IDIQ period of performance begins five (5) calendar days after contract award and includes:

Base Period:

– Year 1 (12 months) Option Periods:

– Option Year 1 (12 months)

– Option Year 2 (12 months)

– Option Year 3 (12 months)

– Option Year 4 (12 months) Total potential ordering period: five (5) years.

Task orders issued during the ordering period may extend beyond its expiration, and the Contractor shall complete performance of any such task order.

6.1 Task Order–Specific Performance Periods

Each issued TO will include its own performance periods, which may include:

• Pre‑event planning

• Site visits

• Event execution

• Post‑event closeout and invoicing

6.2 Event Operating Window

The Contractor shall comply with all FMCSA hours-of-service and driver fatigue requirements (49 CFR Part 395) and shall provide sufficient drivers and shifts to do so. Each TO's Transportation Schedule will state the daily operating window, which will not exceed 3:00 a.m. to 12:30 a.m.

6.3 Holiday Restrictions

No services will be provided and no charges may be billed on federally recognized holidays unless specifically authorized in writing by the CO.

Event dates and operating days stated in an awarded TO constitute written authorization for services and charges on those dates.

SECTION 7.0 – GENERAL REQUIREMENTS

The Contractor shall comply with all general requirements applicable to this IDIQ, including those listed below.

7.1 Insurance Requirements

The Contractor shall procure and maintain, for the life of the contract:

• Workers’ Compensation Insurance

• Employer’s Liability Insurance

• Any additional insurance required by Federal or applicable State law The Contractor shall provide certification to the Contracting Officer verifying the coverage required by Revolutionary FAR Overhaul (RFO) 52.228-5, Insurance – Work on a Government Installation and RFO 28.307-2, Insurance – Liability. Insurance coverage may not be altered or canceled without 30 calendar days written notice to the Contracting Officer.

The Contractor shall also maintain commercial automobile/motor carrier liability insurance of not less than the minimum required by 49 CFR 387.9 for the vehicle used ($5,000,000 per accident for vehicles with 16 or more passenger seats; $1,500,000 per accident for vehicles with 15 or fewer passenger seats), and commercial general liability insurance of not less than $[amount] per occurrence. Comment by Stevens, Michael W.: Insert the required coverage amounts. The 49 CFR 387 minimums depend on vehicle seating capacity, so please confirm which apply.

7.2 Contractor Responsibility for Damage

The Contractor is responsible for all damage to property caused by personnel or equipment under this contract.

7.3 Deliverable Format

All written deliverables must:

• Be provided in plain language

• Avoid technical terminology unless accompanied by a glossary

• Follow submission formats specified by the COR

SECTION 8.0 – QUALITY CONTROL

The Contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services comply with this PWS and with all applicable task orders.

The QCP shall include:

• Methods for identifying and correcting deficiencies

• Procedures to prevent recurrence of service failures

• Internal inspection schedules

• Communication processes for reporting issues to the Government

• Corrective action procedures The Government may conduct:

• Random inspections

• Spot checks

• Operational observations

• Driver compliance reviews

• Vehicle inspections The Contractor must correct any nonconforming services at no additional cost to the Government.

8.1 Performance Monitoring

The COR will monitor contractor performance through:

• Direct observation

• Random inspections

• Document reviews

• User feedback

• Customer satisfaction evaluations The COR will certify whether delivered services have been satisfactorily performed and may reject services or request corrective action.

SECTION 9.0 – FORMAL ACCEPTANCE OR REJECTION OF DELIVERABLES

The Government will:

1. Review each deliverable within 10 calendar days

2. Provide feedback or comments to the Contractor

3. Allow the Contractor 5 business days to make revisions

4. Review resubmissions and issue final acceptance or rejection within 5 business days

9.1 Contractor Revision Requirements

If the Government identifies deficiencies:

• Contractor shall revise the deliverable at no additional cost

• Contractor shall resubmit the corrected deliverable within the timeframe specified by the COR

• Repeated unacceptable performance may result in issuance of a Contract Discrepancy Report (CDR)

9.2 Acceptance Criteria

Deliverables must:

• Meet all PWS requirements

• Be complete, accurate, and internally consistent

• Be submitted on time

• Address all COR comments during revision cycles

SECTION 10.0 – CHANGES TO THE PWS

Only the Contracting Officer (CO) has authority to:

• Change,

• Modify,

• Alter, or

• Add requirements to this Performance Work Statement (PWS).

Any changes directed by individuals other than the CO are not binding and are performed at the Contractor’s own risk and expense.

The CO will issue all modifications in writing. Copies of modifications will be maintained in the official project file.

SECTION 11.0 – CONTRACTOR REPORTING REQUIREMENTS

The Contractor shall comply with the following reporting obligations throughout each Task Order (TO) period of performance.

11.1 Accident and Incident Reporting

The Contractor shall:

• Report all vehicle accidents immediately to the designated event command structure and COR

• Ensure the safety of riders before reporting

• Contact local emergency services when needed

• Provide written incident summaries upon request

11.2 Training and Competency Documentation

The Contractor shall:

• Provide proof of ADA training, CTAA PASS (or equivalent) training, and driver competencies

• Provide updated driver staffing rosters as required

• Provide documentation within fifteen (15) calendar days after TO award

11.3 Injury Reporting

If a Contractor employee or any individual is injured during contract performance, the Contractor shall report the incident:

• Verbally within 1 hour and in writing within 24 hours

• To the Government’s designated event headquarters or COR

11.4 Operational Disruption Reporting

The Contractor must report:

• Delays

• Vehicle breakdowns

• Driver call‑outs

• Route changes

• Any impact to the Transportation Schedule Immediate communication with the COR is required for all operational disruptions.

11.5 Communication Access

The Contractor shall provide:

• At least one dedicated contact number for the COR

• Immediate accessibility to on‑site Project Managers during event hours

• Reliable communication devices for all drivers

SECTION 12.0 – GOVERNMENT FURNISHED EQUIPMENT (GFE)

12.1 GFE Provided Under This IDIQ (If Applicable to the TO)

The Government may provide limited equipment in support of certain Task Orders.

Examples include:

• Wheelchair/scooter tie‑down straps

• Mobility device securement hardware

• Portable modular ramp systems and accessories All GFE will be identified within the specific Task Order. The Contractor remains responsible for providing tie-down systems meeting Section 4.2 unless the TO identifies Government-furnished securement equipment, and for the proper securement of all mobility devices regardless of the source of the equipment.

12.2 Contractor Responsibilities for GFE

The Contractor shall:

• Properly safeguard, maintain, and return all GFE

• Track and inventory any Government‑furnished items

• Immediately report any damage, loss, or theft of GFE to the COR

• Use GFE only for purposes specified under the contract The Contractor will be financially responsible for any GFE damaged by negligence or misuse.

SECTION 13.0 – CONTRACTED PERSONNEL REQUIREMENTS

13.1 Minimum Personnel Requirements

The Contractor shall provide all personnel necessary to perform the duties described in this PWS, including:

• A minimum of two (2) on‑site Project Managers during event operations

• Fully trained and qualified drivers for all required vehicles

• Backup drivers available for call‑outs or emergencies

• Additional support staff as required by the Task Order

13.2 Personnel Conduct and Appearance

The Contractor shall ensure that all personnel:

• Present a neat, clean, and professional appearance

• Wear clothing that clearly identifies them as Contractor employees

• Are courteous, respectful, and professional in all interactions

• Do not engage in behavior that disrupts Government operations

• Smoke only in designated areas

13.3 Training Requirements

All personnel must complete:

• ADA compliance training

• CTAA‑PASS or equivalent passenger assistance and accessibility training

• Training on assisting visually impaired individuals

• Safe driving and passenger assistance training for elderly individuals

• Any additional training specified in the Task Order Training documentation must be provided to the COR within fifteen (15) calendar days after Task Order award.

13.4 Personnel Restrictions

The Contractor shall not employ any personnel who:

• Pose a potential threat to the safety, health, or mission of the Government

• Have been identified by the Government as unsuitable for performance

• Have refused to comply with training, security, or identification requirements

13.5 Replacement Personnel

If any personnel are unable to work due to illness, call‑out, or other reasons:

• The Contractor shall provide a qualified replacement

• Replacement must be available without interruption to operations

• Replacement personnel must meet all training and competency requirements

SECTION 14.0 – FEES / COSTS

14.1 Fully Burdened Pricing

All pricing submitted under this IDIQ shall be:

• Fully burdened

• Inclusive of all labor, vehicles, fuel, insurance, maintenance, supervision, and overhead

• Inclusive of all shift differentials, weekend differentials, or overtime requirements The Government will not pay separate fees for overtime or premium hours unless specifically authorized in a Task Order.

Where a Department of Labor wage determination is incorporated into the contract, the Contractor shall comply with the Service Contract Labor Standards and pay not less than the wages and fringe benefits it states. Unit prices are firm-fixed for the base period and for each option period.

14.1.1 Pricing Schedule (DRAFT – CLIN structure and units of pricing to be confirmed by the Contracting Officer). Offerors shall price each CLIN as a fully burdened unit price. A "day" is one operating day as defined in the task order Transportation Schedule. Quantities will be stated in each task order. Offerors shall state a separate unit price for the base period and for each option period.

14.2 Parking, Permitting, and Violations

The Contractor assumes full responsibility for:

• Parking fees

• Parking violations

• Moving violations

• Any additional costs related to vehicle storage or staging The Government will not reimburse:

• Parking tickets

• Moving violations

• Unauthorized parking fees

• Contractor-incurred penalties

14.3 No Additional Charges Without Authorization

No additional charges shall be incurred without a written approval from the Contracting Officer.

SECTION 15.0 – TRANSPORTATION SCHEDULE (GENERAL REQUIREMENTS)

Each Task Order will include a Transportation Schedule containing:

• Daily operational windows

• Number and type of vehicles required

• Venue‑to‑venue routing

• Airport arrival and departure support windows

• Driver shift structures

• ADA vehicle allocations

• Emergency staging requirements The Contractor must:

• Review the schedule upon Task Order receipt

• Identify feasible service windows

• Coordinate any recommended adjustments

• Remain flexible within the 30‑minute to 1‑hour operational tolerance Schedules may be updated throughout the period of performance.

The Contractor shall adjust operations to schedule changes within the 30-minute to 1-hour tolerance at no additional cost. Changes that exceed the tolerance, add vehicles, drivers, or hours, or alter the scope of the TO will be addressed by the CO through a written modification and an equitable adjustment.

SECTION 16.0 – SITE VISITS (GENERAL REQUIREMENTS)

Site visits are required for logistical evaluation of:

• Venues

• Shuttle routes

• Loading/unloading areas

• Vehicle staging zones

• Emergency access and routing

• Timing considerations for peak transport periods

16.1 Site Visit Support Requirements

For each site visit Task Order, the Contractor shall:

• Provide required motorcoach(es) for transport

• Support passenger loads of up to 45 personnel per vehicle

• Provide trained drivers familiar with accessible boarding

• Participate in virtual or in‑person coordination meetings

• Conduct route assessments with the Government

16.2 Government‑Provided Information

The Government will provide site visit agendas and required movement schedules:

• No later than six (6) months prior to each scheduled visit

SECTION 17.0 – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP OVERVIEW)

This section summarizes how the Government will evaluate contractor performance.

The Government will use a Performance‑Based approach.

17.1 Methods of Surveillance

The COR may use:

1. 100% Inspection Review all deliverables, logs, and performance documents monthly.

2. Random Sampling Select random instances of service delivery for inspection.

3. Validated Customer Complaint Investigate complaints and document contractor responses.

17.2 Frequency of Surveillance

The COR will evaluate the Contractor’s performance:

The COR will evaluate the Contractor’s performance:

• Continuously during events

• At least twice per year when no task order is active

• At minimum monthly during active task orders

17.3 Documenting Performance

Contractor performance will be recorded in:

• COR files

• Quality Assurance documentation

• Annual CPARS evaluations Poor performance may result in:

• Corrective Action Requests

• Contract Discrepancy Reports

• Non‑payment for unacceptable services

• Negative CPARS ratings

17.4 Acceptable Levels of Performance (ALPs)

Performance shall meet or exceed contractual requirements and the following standards. On-time performance is measured against the Transportation Schedule and is separate from the schedule-change tolerance and 15.0.

A preventable safety incident is a safety incident attributable to Contractor action or inaction. An accessible boarding failure occurs when a Veteran using a mobility device is denied or delayed boarding because of a Contractor vehicle, equipment, or staff deficiency.

17.5 Corrective Actions

When deficiencies occur:

• COR notifies Contractor

• Contractor must correct issues at no cost

• CO may issue a Contract Discrepancy Report (CDR) if unresolved

• Contractor must submit a corrective action plan if required

SECTION 18.0 – SECURITY AND PRIVACY REQUIREMENTS

This section applies whenever Contractor personnel access Government facilities, information systems, sensitive information, or interact with Veterans and staff in a manner requiring identity verification or information protection.

18.1 Identification Requirements

All Contractor personnel shall:

• Wear visible identification badges at all times

• Include employee name, Contractor name, and a photo

• Display ID in a manner easily readable by security personnel

• Surrender badges immediately upon request or employment termination Failure to display identification may result in denial of access.

18.2 Personnel Background Screening

If a Task Order requires access to Government systems, facilities, or sensitive information, Contractor personnel may be subject to background checks. Requirements depend on task sensitivity.

Possible investigation levels include:

• Tier 1 – Low Risk

• Tier 2 – Moderate Risk

• Tier 4 – High Risk The Task Order will identify any required investigation level.

The Contractor shall:

• Prescreen personnel to ensure suitability

• Submit required forms within Government timelines

• Provide complete personnel rosters within fifteen (15) calendar days after TO award

• Maintain updated staffing information throughout the contract period

• Remove any employee who fails to meet suitability requirements

18.3 Training Requirements for System Access

If access to Government information systems is required, Contractor personnel must:

• Complete VA-mandated Privacy and Information Security Awareness Training

• Read and acknowledge the VA Contractor Rules of Behavior

• Complete refresher training annually Training certificates must be provided to the COR upon request.

18.4 Protection of Sensitive Information

Contractor personnel must:

• Safeguard all sensitive information encountered during contract performance

• Prevent unauthorized access, use, or disclosure

• Immediately report suspected incidents or breaches to the COR

• Refrain from sharing information with unauthorized parties

• Limit access to the minimum number of individuals required for contract performance Sensitive information includes:

• Personally Identifiable Information (PII)

• Protected Health Information (PHI)

• Operational or logistical details related to National events

• Any other Government‑sensitive or proprietary information

18.5 Prohibited Activities

Contractor personnel shall not:

• Use personal devices to store sensitive Government information

• Remove Government‑furnished information from designated work areas without authorization

• Use portable media (USBs, external drives, etc.) unless explicitly authorized

• Photograph, record, or disseminate Government activities without approval

• Attempt to access unauthorized systems or data

• Possess weapons on Government property ter

18.6 Security Incident Reporting

Security incident definitions and reporting procedures are defined in Section 21.0.

18.7 Liquidated Damages for Data Breach

If a data breach involving sensitive personal information occurs due to Contractor negligence:

• The Contractor may be liable for liquidated damages

• Damages may include the cost of credit monitoring services or other protective measures for affected individuals This clause is enforceable whether or not the Task Order includes IT system access.

SECTION 19.0 – INFORMATION HANDLING AND CUSTODIAL REQUIREMENTS

This section applies whenever the Contractor handles, accesses, stores, transmits, or generates information on behalf of the Government during performance of any Task Order under this IDIQ.

19.1 Authorized Use of Information

Contractor personnel shall:

• Use Government‑provided or event‑related information only for contract performance

• Not disclose information to any third party without written CO approval

• Limit the sharing of information strictly to personnel who require it for performance

• Protect all information from unauthorized access or disclosure

19.2 Co‑Mingling of Data

When possible:

• VA information shall not be stored on the same systems or media as non‑VA information If co‑mingling is unavoidable:

• The Contractor must ensure that all VA information is fully retrievable

• All data must be capable of appropriate sanitization according to VA requirements

19.3 Data Retention and Destruction

Contractor shall:

• Not destroy any VA-related information without written authorization

• Return or destroy information per Task Order instructions at contract or TO completion

• Certify data destruction within 30 calendar days when required

• Follow all Federal and VA requirements when handling sensitive materials Copies may only be made for purposes of:

• Contract performance

• Data backup or recovery All backup copies must be destroyed after restoration is complete.

19.4 Unauthorized Disclosure

If the Contractor or personnel wrongfully disclose protected information:

• The Government may withhold payment

• The Contractor may be subject to termination for default

• The Contractor may be liable for damages, including liquidated damages

SECTION 20.0 – SENSITIVE INFORMATION REQUIREMENTS

20.1 Sensitive Information Categories

Sensitive information may include, but is not limited to:

• Personally Identifiable Information (PII)

• Protected Health Information (PHI)

• Internal VA logistical or operational data

• Transportation schedules and secure staging plans

• Event participant lists or itineraries

• Contact information for VA staff or volunteers

20.2 Encryption Standards

If any sensitive VA information is stored, transported, or transmitted electronically:

• It must be encrypted using FIPS 140‑3 validated encryption solutions

• Contractor devices containing such information must meet VA security standards

20.3 Access Limitations

The Contractor shall:

• Permit access only to authorized personnel

• Immediately remove access from personnel who are reassigned or terminated

• Segregate sensitive information to prevent unauthorized viewing

20.4 Protection of Hardcopy Materials

All printed materials containing sensitive information shall:

• Be stored in secure, locked locations

• Not be left unattended in vehicles or public spaces

• Be disposed of using cross‑cut shredding or approved destruction methods

SECTION 21.0 – SECURITY INCIDENT RESPONSE

21.1 Definition of Security Incident

A security incident includes:

• Loss or theft of physical documents

• Unauthorized access to sensitive information

• Cybersecurity breach attempts or successes

• Any unexpected disclosure or compromise of data

21.2 Contractor Responsibilities

Upon discovery of a security incident:

1. Immediately notify the COR

2. Protect impacted systems, documents, or devices

3. Prevent further access

4. Submit a written incident report if requested

5. Support all VA investigations or remediation activities

21.3 Cooperation with Investigations

Contractor personnel must:

• Cooperate fully with VA, law enforcement, or other investigative organizations

• Provide requested documentation

• Preserve all evidence relevant to the incident Failure to comply may result in removal from the contract or termination for default.

SECTION 22.0 – ATTACHMENTS

22.1 Attachment Types

Attachments may include, but are not limited to:

• Transportation Schedules

• Site Visit Agendas

• Venue Routing Maps

• Load/Unload Zone Diagrams

• ADA Boarding Procedures

• Safety Requirements or Checklists

• Quality Assurance Surveillance Plan (QASP) Supplemental Documents

• Contractor Performance Assessment Tools

• Any required training reference materials Attachments are TO‑specific and may vary each year.

22.2 Updated Attachments

The Government may issue:

• Revised schedules

• Updated QASP criteria

• Revised reporting formats

• Updated safety or ADA standards The Contractor shall comply with updated attachments. Changes that exceed the 30-minute to 1-hour tolerance, add vehicles, drivers, or hours, or alter the scope of the TO will be addressed by the CO through a written modification and an equitable adjustment.

22.3 Precedence of Attachments

In case of conflict, the order of precedence is: (1) the TO; (2) the PWS; (3) attachments

22.4 Incorporation by Reference

All applicable:

• RFO clauses

• VA Acquisition Regulation (VAAR) clauses

• Federal, state, and local transportation safety regulations

• ADA requirements are incorporated by reference and apply to this IDIQ.

SECTION 23.0 – CONTRACT COMPLETION

At the conclusion of each Task Order, the Contractor shall:

• Return or properly dispose of all Government-furnished information or equipment

• Submit a final invoice within the required timeframe

• Complete all required post‑event reporting

• Return badges and access materials

• Ensure all corrective actions (if any) are resolved

• Provide any final deliverables or documentation requested by the COR.