36C24619Q0599-007.docx

36C24619Q0599

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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.

DUNS:

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 ATTA

CHED

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. SIGNAT

URE 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. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

658-20-1-4063-0002 36C24619Q0599 -18 -2019 Kimberly C. Wilson 757-728-7216 -05 -2019 10:00 A

M EST

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667 X X 561421 $16.5 Million

NET 30 DAYS

N/A X Department of Veterans Affairs

VA

Medical Center Salem 1970 Roanoke Blvd.

Salem VA 24153 Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

Department of Veterans Affairs Financial Services Center https://www.fsc.va.gov/einvoice.asp

X See CONTINUATION Page On-Site Telephone Switchboard Operator and Administrative Support Services for the Salem, Virginia Veterans Affairs Medical Center (VAMC) A Firm-Fixed Price Contract for one (1) year base period and four (4) "one year" option renewal periods will result from this solicitation Base Period of Performance - 01 /0 1/2020

- 12 /31 /2020 This is a Service-Disabled Veteran Owned Small Business (SDVOSB) Set Aside.

See CONTINUATION Page X X X Leah Trossen Contracting Officer Table of Contents

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:

b. GOVERNMENT: Contracting Officer 36C246 Leah Trossen Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted 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.

Department of Veterans Affairs Financial Services Center https://www.fsc.va.gov/einvoice.asp ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 SCHEDULE OF SUPPLIES/SERVICES

Contractor shall provide on-site telephone switchboard operators and administrative support services for the Department of Veteran Affairs, Salem VA Medical Center, 1970 Roanoke Blvd, Salem, VA 24153.

BASE YEAR – 1 January 2020 through 31 December 2020

On-Site Switchboard operation services

MO

OPTION YEAR 1 – 1 January 2021 through 31 December 2021

MO

OPTION YEAR 2 – 1 January 2022 through 31 December 2022

MO

OPTION YEAR 3 – 1 January 2023 through 31 December 2023

MO

OPTION YEAR 4 – 1 January 2024 through 31 December 2024

MO

TOTAL COST OF BASE AND FOUR OPTION YEARS: $ ___________

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B.3 PERFORMANCE WORK STATEMENT (PWS)

The contractor shall provide all personnel, supervision and all other services necessary to provide telephone switchboard operator services. The Government shall provide the facility, equipment and materials necessary to perform these tasks. The major telephone equipment provided shall consist of CISCO equipment. The materials provided shall include VA required forms, publications, logs and other records necessary to perform the services outlined in this contract. Performance shall include, but not be limited to the following:

1. DUTIES

a. Provides switchboard coverage 16 hours a day, 7:00 am through 11:00 pm, seven days a week including all city state and federal holidays.

b. Receives all incoming telephone calls and refers them to the requested party, or to the most appropriate extension number.

c. Respond to all operator assistant calls within 3 (three) rings and initiates appropriate action(s) upon request from the caller. Progress reports to callers on hold shall be given at least every minute. Note the caller's request to eliminate asking the caller to repeat information.

d. Place toll (long distance) calls utilizing commercial and Government access lines as authorized by medical center policy.

e. Handle emergency calls, such as cardiac arrests, telephones or telephone system failure, fire alarms, code calls, control panel alarms, bomb threats, disasters, by contacting the appropriate medical center personnel and/or telephone technician.

f. Provide paging services to all medical center staff upon request from both outside personnel as well as medical center personnel.

g. Maintain an operator log on all unusual or emergency incidents, such as cardiac arrests, telephones or telephone system failures, fire alarms, bomb threats, codes, etc. Submit a daily summary to Contracting Officer Representative (COR) or all unusual incidents monthly or as requested.

h. Maintain records on the general operation of the service, such as Federal Telecommunication Services and commercial long-distance calls.

i. Provide general and patient information as requested or refers information requests to the appropriate service.

j. Uses telephone system to alert the VA Police and Security Service to report emergency situations such as alarm alerts, urgent safety problems.

k. Uses Salem VAMC VISTA system daily on-call schedules of doctors, technicians, and chaplains for reference purposes (maintained in VISTA).

l. Receives and logs general telephone troubles. Immediately notifies telephone technician or other appropriate authorities of emergency outages or troubles, i.e., telephone located in critical areas, multiple telephone failure in one location, or telephone switch malfunctions.

m. Perform code blue testing near the start of each shift and documents the results.

n. Safeguard immediate work area from unauthorized visitors.

o. Accept collect calls as authorized by medical center policy.

p. Conduct personal business through the use of public telephones located throughout the medical center during their lunch or breaks only.

q. Demonstrates professionalism in all contacts via telephone or in person. All calls shall be responded to in a courteous and tactful manner with a pleasant-sounding voice.

2. PERSONNEL

· PROJECT MANAGER

a. The contractor shall provide a project manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to the daily operation of this contract.

b. The project manager or alternate shall be available during normal work hours within thirty (30) minutes to meet at the contract site with government personnel designated by the CO to discuss problem areas. After normal work hours, the manager or designated alternate shall be available within one (1) hour.

c. The project manager and alternate(s) shall be able to read, write, speak, and understand English fluently.

· EMPLOYEES

a. The selection, assignment, reassignment, transfer, supervision, management, and control of contractor employees in performance of this work statement shall be the responsibility of the contractor with approval by the VA. The contractor shall comply with the general intent and specific policies set forth in the performance work statement, concerning conduct of employees as referenced therein. When the Government directs, the contractor shall remove from performance on the contract any person who is identified as a potential threat to the health, safety, security, general wellbeing, or operational mission of the activity and its population.

b. The contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest.

c. Contractor personnel shall have and shall wear Government provided identification badges in accordance with local VAMC policy.

d. Contractor personnel shall be clean and neat in appearance, conforming to current standards of conduct and attire policies in effect at the facility.

e. Under VHA Directive 1085, all VHA health care facilities (including CBOCs and HCCs) will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019.The policy applies to cigarettes, cigars, pipes, or any other combustion of tobacco, including but not limited to electronic or e-cigarettes, vape pens or e-cigars.

f. Contractor personnel shall adhere to the security policies in effect at the facility. Only authorized government and contractor employees shall be permitted in the work area.

3. PHYSICAL SECURITY

The contractor shall be responsible for safeguarding all government property provided for contractor use and that no keys are lost, misplaced, or used by unauthorized persons. The work area is considered a highly sensitive location. Only authorized Government personnel or contractor employees shall be allowed in work area.

4. SPECIFIC TASK

The contractor shall provide all personnel, training, supervision and services necessary to provide switchboard services to the Medical Center. In performing the basic function of switchboard services, the contractor shall receive all incoming calls, answer all emergency calls and alarms, operate radio-paging systems, maintain appropriate records and conduct necessary training. In addition, the contractor shall provide required administration and management quality control. The specific tasks to be provided by the contractor include the following:

· SWITCHBOARD SERVICE COVERAGE

a. Coverage is provided 16 hours a day, 7:00 am through 11:00 pm, 7 days a week (including all city, state and federal holidays.)

b. The peak periods of demand for services are usually from 9:00 am to 12:00 pm and 2:00 pm to 4:00 pm and 6:00 pm to 9:00 pm for incoming calls.

· RECEIVING INCOMING CALLS

a. The operator shall answer all incoming calls to the medical center promptly and courteously with the phrase: " Department of Veterans Affairs Medical Center, Salem, Operators number How may I direct your call?” The operator shall attempt to avoid placing callers on hold without first allowing the caller to state the nature of the call.

b. The operator shall have a clear and pleasant-sounding voice and be fluent in English and should demonstrate accuracy and speed in responding to all calls.

c. All incoming and operator-assisted calls shall be answered within three rings and processed as quickly as possible.

d. General information calls may be handled by the operator. Example, questions regarding the address of the medical center. The operators are expected to ascertain the nature of all calls promptly and refer the caller to the correct extension and give the extension number to the caller for future reference.

· CARDIAC ARREST (CODE BLUE)

a. For announcing cardiac arrest (Code Blue) and summoning assistance within the medical center, pager 8-0-022 is dialed for in-house emergencies. The extension rings on a dedicated phone instrument set aside for the purpose. The operator shall disregard all other duties and calls to answer these emergency phones. The operator shall ascertain from the caller the exact location of the Code Blue to include the building, floor and room number, if available. The operator shall get as many facts possible about the location to ensure the code team's arrival to the correct location. The operator shall also note the name or the individual placing the code call.

b. Operator shall notify VA

c. The telephone operator shall document the code blue

· MAJOR ALARMS

a. All alarms pertaining to the CISCO telephone switching equipment shall be reported as follows: Major Alarms: Major Alarm.

b. The following actions shall be taken by the telephone operator in the event of an alarm:

i. Notify the telephone maintenance technician immediately.

ii. Report the problem to the Chief, Police and Security or designee during regular tours and to the MAO (Medical Administrative Officer) during regular hours.

iii. Enter time, location, notifications made, and any other pertinent information on the Daily Report.

· MINOR ALARMS

a. The following actions shall be taken by the telephone operator in the event of a minor alarm.

i. Notify the telephone maintenance technician immediately during the regular tour. During irregular tours the AODs are notified.

ii. Notify the Chief, Police & Security or designee during regular duty hours, or at the beginning of the next workday, if after duty hours.

iii. Make appropriate entries on the Daily Report located in the call center.

· FIRE ALARM

The telephone number for fire alarm is 2227. The Engineering Service is responsible for fire safety alarm at this medical center.

· BOMB THREATS

a. If a caller calls in with a bomb threat, try to record the following:

i. Exact wording of threat

ii. Time bomb shall explode

iii. Where bomb is located

iv. Name of person calling

v. Note caller voice and mannerism (Accent, Age, Etc.)

vi. Call the emergency security number at 2225

vii. Complete the bomb threat sheet and provide to security.

viii. Log time/date in the emergency tog.

** KEEP THE CALLER ON THE LINE AS LONG AS POSSIBLE AND TRY TO GET AS MUCH INFORMATION YOU CAN BEFORE TRANSFERRING THE CALLER TO SECURITY AT EXTENSION: 2225

**OBSERVE TELEPHONE NUMBER; EXTENSION, IF IT IS AN INSIDE CALL**

· CODE WHITE

a. Used to report dangerous personnel

b. Answer immediately, document information and ask if there are any weapons involved.

c. Overhead page by dialing *70. Notify the VA police at extension 2225 and let them know if there are any weapons involved. Document in emergency log book located in the call center.

· DISASTERS

a. All calls received by the switchboard operators regarding both internal or external disaster or an emergency, situations, shall be immediately transferred to the Director's Office, extensions 2100. The decision to activate the Disaster Plan shall be made by the Director or his designee. After regular duty hours, the decision shall be made by the Administrative Officer on duty, Extension 2172 in coordination with the VA Police & Security Service.

b. The switchboard operators shall remain at the console to handle telephone traffic.

c. Paging System. The telephone operator shall process all paging requests directly into the paging system by accessing the paging telephone line by dialing *8.

d. The telephone operator shall upon request identify the pager number of medical center personnel. The telephone operator shall instruct user employees calling how to utilize the paging system.

e. In the event of equipment failure, the telephone operator shall notify immediately the telephone technician, paging vendor, and Chief, Police & Security or designee. During irregular tours the telephone operator shall contact the AO, Chief, Police and Security or designee, the telephone technician. The telephone operator shall record this information on the Daily Report.

· ON-CALL SCHEDULES

a. The telephone switchboard unit shall be provided lists and/or schedules of all on-call personnel. These rosters are used to contact personnel during the irregular tours of duty of emergencies and/or consultations.

b. The operators shall be required to maintain a current listing of all on-call personnel, as well as essential medical center staff, and may be required to utilize these lists to contact staff during the irregular tours of duty.

c. Contact emergency personnel may require using any of the following methods of communication: individual paging, calling home, or business phone numbers. Under no circumstances shall an individual's private number be distributed.

· EMERGENCY TELEPHONE BACKUP SYSTEM

In the event of a telephone system failure: Any calls coming into the medical center, such as emergencies, may be received on any of the aforementioned numbers. If calls are received, operator shall inform the caller that we are experiencing telephone problems and ask that they call again later, or handle emergency calls appropriately.

a. The following action shall be taken by the telephone operator in the event of a telephone system failure:

i. The telephone operator shall immediately contact the Chief, Police & Security or designee during regular tours; and the AO, the Chief, Nursing Service, and the Chief, Police & Security or designee during irregular tours.

ii. The telephone operator shall contact the telephone technician. An emergency telephone has been provided in the telephone unit for this purpose.

iii. The telephone operator shall document all occurrences surrounding the incident in the unusual incident log.

EQUIPMENT FAILURE

a. Switchboard equipment failures are to be reported promptly. During regular tours of duty, operator shall notify the telephone technician immediately then notify Police and Security when problems arise. The Supervisor then contacts the Medical Center Director's Office. During irregular tours of duty, the operator shall contact the telephone technician immediately then contacts the Supervisor at his/her home. The operator then shall inform the AO at extension 2172 and the Contracting Officer Representative (COR) for the contract. The telephone operator enters time, notifications made, and any other pertinent information in the usual incident logbook.

5. LOGS / RECORDINGS / REPORTS

· DAILY SUMMARY REPORT

a. The contractor shall submit to the Contracting Officer's Representative on a daily basis a report summarizing of events of the past 24-hour work period.

b. This report should contain all unusual incidents that occurred within the past 24 hours work period. The contractor shall submit this report by 9:30 a.m. Monday through Friday. The report submitted on Monday shall contain the events that occurred on Friday, Saturday and Sunday.

6. CALL VOLUME

It should be noted that the workload listed is an estimate only, based on a five (5) day sample of calls. The quantity of work may vary, particularly the number of code calls or emergencies that are handled by the switchboard operators. These are workload fluctuations throughout the workweek. The busiest period occurs during the regular tour of duty, which runs from 8:00am to 4:30pm, Monday through Friday. The peak period for incoming calls is 9:00am to 12:00p.m. and 2:00pm. to 4:00pm. and 6:00pm to 9:00pm.

a. Average number of calls answered by operators:

i. Per Day: 1,600

ii. Per Week: 8,000

7. EQUIPMENT

The list of equipment is subject to change as replacement or additional equipment is received and installed.

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SPECIAL CONTRACT REQUIREMENTS

A. KEY PERSONNEL.

Key personnel will be identified in the proposal and shall be considered key personnel essential for the successful completion of the work performed under the contract. The contractor agrees that such personnel shall not be removed, diverted or replaced from the work without prior written approval of the Contracting Officer. The contractor shall submit written notice of proposed personnel changes to the Contracting Officer for approval at least thirty (30) business days in advance.

B. CONTRACTOR EMPLOYEES.

Contractor shall ensure that their personnel identify themselves as Contractors when attending meetings, answering government telephones, providing any type of written correspondence, or working in situations where their actions could be construed as official government acts.

The Contractor must also provide at a minimum annual safety in the workplace training and provide certificate upon request. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing the Medical Center’s equipment.

C. QUALITY ASSURANCE SURVEILLANCE PLAN.

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP is a living document and may be updated by the Government as necessary.

D. BILLING AND PAYMENT.

Invoices shall be submitted monthly, in arrears, and shall include at a minimum:

Date of invoice Contract Number Purchase Order Number Vendor Name Invoice Number CLIN & Date(s) of service

G. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS).

FAR 42.1502 direct all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15

The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov Contractor Representatives may then provide comments in response to the evaluation, or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes.

If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

H. BACKGROUND INVESTIGATIONS

All contractor employees are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Low Risk/NACI.

The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the VA facility will pay for investigations in advance. The cost of the investigation is $267.00 per individual.

In the event an individual has a reciprocal background investigation on file, the contractor shall reimburse the VA facility $27.00 per individual for processing of Special Agreement Checks (SAC) (fingerprinting).

All cost of investigation will be withheld from the first invoice submitted by the contractor.

Upon notice of award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

I. CONTRACT ADMINISTRATION

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor.

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

The COR shall be responsible for the overall technical administration of this contract as outlined in the COR Delegation of Authority.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF

B.4 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

(This process must be completed prior to start of work.)

All contractor employees who require access to the Department of Veterans Affairs’ computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security Investigations Center prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor will be responsible for the actions of those individuals they provide to perform work for the VA.

(1) The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM), the contractor shall reimburse VA within thirty (30) days.

(2) The contractor shall pre-screen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship (or offer evidence of a green card) and are able to read, write, speak, and understand the English language.

(3) The contractor shall submit or have their employees submit the following required forms to the VA Security Investigations Center within 30 days of receipt:

(i) Standard Form 85, Questionnaire for Non-Sensitive Positions

(ii) FD 258, U.S. Department of Justice Fingerprint Applicant Chart

(iii) Optional Form 306, Declaration for Federal Employment Instructions and forms may be accessed online: http://www1.va.gov/VABackground_Investigations/page.cfm?pg=2 The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation.

(4) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract.

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

d. Government Responsibilities

(1) The VA Security Investigations Center will provide the necessary forms to the contractor or to the contractor’s employees after receiving the required information.

(2) Upon receipt, the VA Security Investigations Center will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

(3) The VA facility will pay for investigations conducted by the Office of Personnel Management (OPM) in advance. In these instances, the contractor will reimburse the VA facility within 30 days.

(4) The VA Security Investigations Center will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM.

(5) The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

(6) After contract award and prior to contract performance: The contracting officer shall obtain from the contractor and submit to the SIC/Contracting, 2200 Fort Roots Dr., Bldg. 104, North Little, AR 72114, the following information:

a. List of names of contractor personnel (Full legal name)

b. Social Security Number of contractor personnel

c. Date of Birth

d. Home address of contractor personnel or the contractor’s address

e. Place of Birth

f. Billing information for the program office.

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SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

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

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 Days from contract end date.

(End of Clause)

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

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 Days from contract end date; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years six (6) months.

(End of Clause)

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $200,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

(End of Clause)

C.5 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

C.6 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses (SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause) C.7 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled veteran owned small business concern or SDVOSB”:

(1) Means a small business concern:

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is so listed in the Vendor Information Pages (VIP) database (https://www.vip.vetbiz.va.gov); and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406 and 125.6, provided that any reference therein to a service-disabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB. The nonmanufacturer rule and the limitations on subcontracting apply to all SDVOSB and VOSB set-asides and sole source contracts.

(2) “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(b) General.

(1) Offers are solicited only from eligible service-disabled veteran-owned small business concerns. Only VIP-listed service-disabled veteran-owned small business concerns (SDVOSBs) may submit offers in response to this solicitation. Offers received from concerns that are not VIP-listed service-disabled veteran-owned small business concerns shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed service-disabled veteran-owned small business concern that meets the size standard for the applicable NAICS code.

(c) Representation. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible. Therefore, any reference in 13 CFR part 121 and 125 to a servicedisabled veteran-owned small business concern (SDVO SBC), is to be construed to apply to a VA verified and VIP-listed SDVOSB and only such concern(s) qualify as similarly situated. The offeror must also be eligible at the time of award.

(d) Agreement. Agreement. When awarded a contract (see FAR 2.101, Definitions), including orders under multiple-award contracts, or a subcontract, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and 125, including the nonmanufacturer rule and limitations on subcontracting requirements in 13 CFR part 121.406 and 125.6, provided that for purposes of the limitations on subcontracting, only VIP-listed SDVOSBs shall be considered eligible and/or “similarly situated” (i.e., a firm that has the same small business program status as the prime contractor). An independent contractor shall be considered a subcontractor. An otherwise eligible firm further agrees to the following:

(1) Services. In the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(2) Supplies or products.

(i) In the case of a contract for supplies or products (other than from a nonmanufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(ii) In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) is granted.

(3) General construction. In the case of a contract for general construction, it will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(4) Special trade contractors. In the case of a contract for special trade contractors, it will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. Any work that a VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, cost of materials is excluded and not considered to be subcontracted. For mixed contracts and additional limitations, refer to 13 CFR 125.6.

(e) Joint ventures. A joint venture may be considered an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any reference therein to service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to mean a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(f) Precedence. For any inconsistencies between the requirements of the SBA program for service-disabled veteran-owned small business concerns and the VA Veterans First Contracting Program, as defined in VAAR subpart 819.70 and this clause, the VA Veterans First Contracting Program requirements have precedence.

(End of Clause) C.8 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND COMPLIANCE (JUL 2018)

(a) This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of Clause)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form.