36C24622Q0617.docx

36C24622Q0617

RFQ 36C24622Q0617

STATEMENT OF CONDITION SURVEY FOR THE HAMPTON VA MEDICAL CENTER

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C24622Q0617 08-08-2022 Diane Stoskopf 757-728-3449 08-18-2022 3:30 pm

EDT

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

23667 X X 541330 $16.5 Million N/A X Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton

VA

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

VA

23667

Department of Veterans Affairs Financial Services Center

PO BOX 149971

Austin

TX

78714-9971 512-460-5049 512-460-5221 X See CONTINUATION Page Statement of Condition Survey for the Hampton VA Medical Center, Hampton, Virginia.

Period of Performance Base Year - 1 September 2022 through 31 August 2023 Option Year 1 - 1 September 2023 through 31 August 2024 Option Year 2 - 1 September 2024 through 31 August 2025 Option Year 3 - 1 September 2025 through 31 August 2026 Option Year 4 - 1 September 2026 through 61 August 2027 This RFQ is set-aside 100% for Service-Disabled Veteran Owned Small Business (SDVOSB). All offerors must be listed as verified SDVOSB in the Vendor Information Pages (VIP) in the VIP database, https://vip.vetbiz.gov.

See CONTINUATION Page X Diane Stoskopf 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

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.

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

B.2 PRICE/COST SCHEDULE

The Hampton VAMC has a requirement for a Statement of Condition (SOC) survey for the Hampton facility and its outlying facilities in accordance with the Performance Work Statement (PWS) below.

BASE PERIOD: 1 September 2022 through 30 August 2023

OPTION YEAR 1: 1 September 2023 through 30 August 2024

OPTION YEAR 2: 1 September 2024 through 30 August 2025

OPTION YEAR 3: 1 September 2025 through 30 August 2026

OPTION YEAR 4: 1 September 2026 through 30 August 2027

Total Estimated Cost of Base and Four Option Years: $__________________ Page 1 of Page 1 of

B.3 PERFORMANCE WORK STATEMENT (PWS)

The Hampton VAMC has a requirement for a Statement of Condition (SOC) survey. Contractor to provide services of licensed professional fire protection engineer and support staff to inspect patient and healthcare related buildings and workspaces to determine compliance with the 2021 edition of NFPA Life Safety Code and Joint Commission requirements. Review existing Joint Commission Statement of Conditions and Life Safety Features Drawings for accuracy, appropriateness, and compliance with 2021 NFPA Life Safety Code and Joint Commission. Service to be provided as follows:

Part 1 - Scope of Survey Provide all engineering and other technical services as well as equipment and supplies to complete a comprehensive Statement of Conditions (SOC) survey and produce the identified documentation for the Hampton VA Medical Center (VAMC) and its CBOCS sites.

· Hampton VAMC, 100 Emancipation Dr, Hampton, VA 23667

· Albermarle VA Clinic, 1845 West City Drive, Elizabeth City, NC 27909-9633

· Chesapeake VA Clinic, 1987 South Military Highway, Ste B, Chesapeake, VA 23320-4422

· Portsmouth VA Clinic, 600 Crawford Street, Crawford Building, Ste 300 and 400, Portsmouth, VA 23704

· Virginia Beach VA Clinic, 244 Clearfield Boulevard, Ste 401, Virginia Beach, VA 23462-1816

An SOC survey will be conducted to assist in the preparation for Joint Commission surveys. The SOC survey process will focus on compliance with the latest edition of the National Fire Protection Association’s Life Safety Code (NFPA 101). The purpose of the SOC survey is to identify and address Life Safety Code deficiencies that must be resolved so that compliance with Joint Commission standards is achieved and maintained.

The Contractor will use a standard survey protocol to address all applicable codes, references, and regulations. The Contractor will review records, interview staff, and visually inspect each facility in the gathering of information and completion of the survey.

Part 2 - Qualifications The Contractor shall possess the appropriate qualifications and credentials for conducting the surveys. The Contractor will have a licensed, professional engineer with specific heath care experience on staff. The Contractor will also have a credentialed and licensed Fire Protection Engineer on staff. The Contractor shall have a minimum of ten (10) years of experience in completing NFPA 101 surveys in health care facilities and a minimum of five (5) years working with the SOC process. Experience conducting SOC surveys within the VA is preferred. The Contractor will provide names of surveyors and documentation of their NFPA 101 surveying experience at the time the proposal is submitted.

Part 3 – Procedures

3.1 Pre-Survey Questionnaire and Document Review

The Contractor must forward a pre-survey questionnaire to the POC identified in Part 4 to identify the scope of services provided by the facility. The Contractor will also forward a list of documents (policies, reports, and/or other records) to the POC to provide to the Contractor for review prior to the onsite portion of the survey.

The Contractor will review existing documents including, but not limited to, Basic Building Information (BBI), most recent Life Safety Assessment (LSA), Plan for Improvement (PFI), Fire Safety Equivalencies (if any), and architectural floor plans that indicate building fire protection features.

3.1.1 Pre-Audit Teleconference

The Contractor will conduct a one-hour teleconference with the Chief Engineer and Assistant Chief Engineer before the site visits to the facilities commence. The Contractor will provide a power point presentation to the Assistant Chief Engineer suitable for use at an executive briefing for non-technical managers. The presentation will contain one slide introducing the organization, up to one slide per site for expected outcomes, up to two slides on common findings.

3.2 Entrance Interview Meeting

The Contractor must begin the onsite portion of the assessment with an interview meeting between assessment team and the facility leadership representatives and/or other representatives designated by the VAMC for each site with knowledge of physical plant and facilities and their operations. The meeting will include a question/answer session to address the VAMC’s questions and concerns.

3.3 Document Review

The Contractor must review the documents requested in the Pre-Survey Document Request specified in 3.1, above, as well as any other relevant documents provided by the VAMC. During the onsite survey, the Contractor may request additional documents to provide relevant and useful information.

3.4 On-Site Survey

The Contractor will conduct an SOC Survey at each site as identified in Part 4 “Medical Center Listing and Approximate Square Footage” The Contractor will verbally report any item that presents an imminent and substantial endangerment to human health immediately to the POC and Contracting Officer’s Representative (COR). The Contractor will submit a written report within three days calendar days of reporting an imminent non-compliance situation.

The Contractor will conduct a Statement of Conditions survey at each site outlined in Part 4. The Contractor will follow the directions provided by the Joint Commission for the Statement of Conditions. For Example, but not limited to the following:

A. The Contractor will consult with the Hampton VAMC Engineering and Safety staff to identify areas of the hospital buildings that meet the separated occupancy criteria outlined in NFPA 101, Chapters 18.1.3 & 19.1.3, and the Basic Building Information (BBI) will be modified to show the separated occupancies as agreed to by the facility and the contractor. The occupancy classification by floor/zone will be established in a list on the second page of the BBI under “Additional Comments and Notes”. The BBI will also include a copy of the Fire Protection Features Drawings (AutoCAD format, latest edition) in the smallest readable size showing all items required by the BBI. In addition, the drawings shall show all areas of the buildings that are surveyed as “suites”. The suites shall be clearly identified on the drawings and be listed in the BBI on the second page under “Additional Comments and Notes”. A copy of any Joint Commission equivalency cover letter will also be provided as an electronic attachment (received from the facility and scanned) to the BBI. The Contractor does not have to submit a BBI or drawings for stand-alone clinics that are considered business occupancies per NFPA 101.

B. The Contractor shall conduct a Life Safety Assessment (LSA) for all buildings and spaces identified in Part 4. The work will include visual inspection of 100% of both sides of smoke and fire barriers above ceilings. The LSA will include for each deficiency noted, a) a unique identifier, b) location of the deficiency, c) a description of the deficiency, d) recommended corrective action, and e) the specific code reference.

C. Upon completion of the inspection, the Contractor shall provide an overview of the LSA findings and identify any serious deficiencies that need immediate attention to the POC, COR, and Chief Engineer.

D. The Contractor shall complete a plan for improvement (PFI) for all deficiencies identified, including a recommended resolution to abate the deficiency along with a corresponding cost estimate. The information shall be segregated in a format such that the PFI information can be readily uploaded into the Joint Commission extranet site by VAMC staff. Deficiencies for which an equivalency has been granted by the Joint Commission shall be listed (summarized) on the PFI with the notation that the equivalency has been granted.

Dates of the surveys will be determined in advance via collaboration between the Contractor, POC, and COR. However, all first onsite surveys will be completed, and all reports delivered no later than 180 calendar days from award.

The Contractor shall use the most current edition of the Life Safety Code (NFPA 101), and the Comprehensive Accreditation Manuals published by The Joint Commission and follow Joint Commission guidelines regarding the Statement of Conditions, while completing the surveys and related reports. The Contractor shall provide all information necessary for the VAMC to input into the Joint Commission extranet site.

The POC will supply the contractor with the current life safety drawings, blueprints and/or computer aided design (CAD) drawings of the buildings to be surveyed, showing existing smoke barriers/zones, 2-hour fire separations, shafts/chutes, and exits prior to the survey. The Contractor shall be responsible for field verifying the accuracy of the drawings and updating as necessary prior to attaching them to the BBI.

The POC will provide a copy of any equivalency cover letter granted by the Joint Commission to the Contractor for consideration and proper inclusion in the final product.

The Contractor shall submit a draft written report including the BBI, LSA, and PFI with recommended corrections and estimated costs within five (5) business days after each site visit/exit interview. The report shall be submitted in an electronic format in Microsoft Word and be delivered to the POC, COR, and Chief Engineer. In addition, the Contractor will send updated CAD drawings of the buildings surveyed identifying as-built fire protection features including smoke barriers/zones, 2-hour fire separations, shafts/chutes, suites, and exits. Final reports incorporating all comments shall be submitted within fifteen (15) business days of receiving the comments from the facilities. The final report shall be submitted in hardcopy (4 copies) and electronic format in Microsoft Word and be delivered to the POC (two copies) and the COR (two copies).

The hospital surveys will be coordinated with the POC listed in Part 4. It should be noted that the POC is not the COR. Each facility survey will occur on consecutive days. Survey schedules will be approved/finalized at least two weeks in advance of the survey.

All costs, including travel costs and materials furnished to the facilities/VISN must be included in the submitted proposal. Payments will be made monthly, based on the successful completion and acceptance of onsite work (50%), the draft report (25%), and the final report (25%) for each medical center.

3.5 Exit Interview Meeting

At the conclusion of the site work, the Contractor will hold a preliminary closeout meeting with appropriate VAMC representatives for each site, the meeting will consist of, but not limited to a highlight of preliminary findings, including a synopsis of the BBI, LSA and PFI, noting those areas that are significant issues. Identify deficiencies that could result in significant findings by the Joint Commission or regulatory agencies and steps that can be taken by the VA to address the identified deficiencies. The report will be drafted in a manner that allows time for effective disclosure while providing a clear road map for gaining as well as maintaining compliance.

3.6 Reports

1. Draft Report

1. Provide the draft SOC survey report for each site in accordance with the timeframes established in Part 5, ‘Schedule of Audits and Reports’.

1. The VAMC will provide comments on the draft report to the contractor in accordance the timeframes established in Part 5. In addition, the VAMC will provide any additional documentation that may not have been made available during the audit to substantiate comments.

1. The draft report shall include the following:

1. An Executive Summary.

1. Methods, scope, and procedures used for conducting the survey.

1. Identification of specific program deficiencies with associated reference to applicable standards.

1. Recommended actions for abatement and an estimate of associated costs.

1. Findings and options for improving the site management systems to better achieve compliance.

1. BBI, LSA, and PFI

1. Final Audit Report

1. Enter all revisions resulting from the draft report comments.

1. Provide a final comprehensive report, including revisions resulting from the draft report comments, for each facility in accordance with the schedule in Part 5, ‘Schedule of Audits and Reports’.

1. Provide four (4) bound, hard copies of each Individual facility report incorporating appropriate changes from the draft report review. One copy to the Chief Engineer, one to the COR, and 2 copies to the VAMC.

1. Provide an electronic copy of each individual site report.

1. All results, findings, reports, etc. are the property of the VA and use or disclosure of information gained by the contractor during the conducting of compliance audits must be in accordance with FAR Clause 52.227-14.

Note: Hard copies of the draft and final audit reports and any hard copies of revised or follow up reports are to be printed double-sided on a minimum of 30 percent post-consumer paper.

3.7 Security/Privacy Requirements

Contractor personnel must complete the online VA Privacy and Information Security Awareness and Rules of Behavior training course in VA’s TMS (Talent Management System) before accessing VA information. Each Contractor employee performing services under this contract will need to go to https://www.tms.va.gov/SecureAuth35/ and enroll in VA’s TMS and complete the course. Copies of each Contractor employee’s completion certificate must be submitted to the COR. If a contractor employee has completed this training within the past 12 months and can provide the course completion certificate, then he/she will only need to retake the training by the anniversary date of their previous course completion date.

Contractor personnel that will be on-site for more than two hours must complete VA Privacy and Information Security Awareness and Rules of Behavior training.

Part 4 - Medical Center Listing and Approximate Square Footage

NO.

Hampton VA Medical Center consisting of the following buildings:

Ireland

1,533

3,445

3,445

Portsmouth VA Clinic

10,000

Part 5 - Schedule of Audits and Reports

Audit Draft Report

COR

Review Final Report

Notes:

1. All days listed are business days and exclude federal holidays.

1. Draft Reports will be provided to the POC, COR and Chief Engineer as scheduled.

1. The Site point of contact will review and provide comments to the Contractor within 10 business days. Any revisions received and determined to be relevant will be included in the final report.

1. Final reports will be delivered to POC, COR and Chief Engineer within the timeframes listed.

5.1 Government Quality Assurance Surveillance

A. Timeliness – The COR will evaluate if work products were submitted or completed on or before the due date specified.

B. Professionalism – The COR will request feedback from VAMC POC to evaluate if the Contractor personnel demonstrated professional appearance, mannerisms, proper salutations to staff and Veterans, and respect to property.

C. Clarity –

1. The COR will request feedback from the VAMC POC to evaluate if the Contractor demonstrated verbal and written information and responses clearly, concisely and timely.

2. The COR will receive and review each written report submitted by the Contractor and determine if each finding is linked to an appropriate Standard.

D. Efficiency – The COR will receive and review each written report submitted by the Contractor and determine if each finding has a recommendation to be in full compliance.

E. File Editing – The COR will monitor all emails and documents shared between the Contractor and VAMCs for text and diagrammatic files provided to ensure they are compatible with VHA IT infrastructure and are editable by VA.

B.4 SPECIAL CONTRACT REQUIREMENTS

1. 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.

2. NO SMOKING

Per VHA Directive 1085 Dated 3/15/19 All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

3. PROPERTY RIGHTS, CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

The preliminary and final deliverables and all associated working papers, and other material deemed relevant by VA, which have been generated by the Contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the contracting officer at the conclusion of the Order.

The Contracting Officer will be the sole authorized official to release verbally or in writing any data, the draft deliverables, the final deliverables, and any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this contract presented to the Contractor shall be submitted to the Contracting Officer for response. Press releases, marketing material or any other printed or electronic documentation related to this project shall not be publicized without the written approval of the Contracting Officer. The Contractor shall not use any of the veteran data for any purpose other than producing the identified project and shall not share the data with any other entity.

4. BACKGROUND INVESTIGATIONS

A full background check is not required for this position; however, all contract employees must bring photo identification and advance notice from the requiring service to obtain a VA Badge in order to work on a VA facility. Upon award, the CO shall provide the contractor with detailed instructions on fulfilling security requirements.

5. CONTRACTOR PERFORMANCE ASSESSMENT REORTING SYSTEM (CPARS)

(a) 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 Subpart 42.15 Contractor Performance Information.

(b) 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.

(c) 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.

(d) 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.

(e) 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.

(f) 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.

(g) 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.

(h) 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.

6. BILLING AND PAYMENT

Contractor shall submit one invoice monthly upon completion of CLIN(s) via payment request in electronic form via VA’s Electronic Invoice Presentment and Payment system http://www.fsc.va.gov/fsc/einvoice.asp. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

• Date of invoice

• Invoice number

• Contract number

• Obligation number

• Vendor name

• CLIN and dates of service

7. 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.

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.

POINT OF CONTACT

Contracting Officer (CO) Diane Stoskopf / 757-728—3449 / diane.stoskopf@va.gov

Contracting Officer’s Representative (COR)

TBD

8. VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES 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 52.217-8 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.

(End of Clause)

C.2 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; 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.

(End of Clause) C.3 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

(a) The Contractor agrees to comply with any provision or clause that is incorporated herein by reference to implement agency policy applicable to acquisition of commercial items or components. The following provisions and clauses that have been checked by the Contracting Officer are incorporated by reference.

[X] 852.203–70, Commercial Advertising.

[] 852.209–70, Organizational Conflicts of Interest.

[] 852.211–70, Equipment Operation and Maintenance Manuals.

[] 852.214–71, Restrictions on Alternate Item(s).

[] 852.214–72, Alternate Item(s). [Note: this is a fillable clause.] [] 852.214–73, Alternate Packaging and Packing.

[] 852.214–74, Marking of Bid Samples.

[] 852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors.

[] 852.215–71, Evaluation Factor Commitments.

[] 852.216–71, Economic Price Adjustment of Contract Price(s) Based on a Price Index.

[] 852.216–72, Proportional Economic Price Adjustment of Contract Price(s) Based on a Price Index.

[] 852.216–73, Economic Price Adjustment—State Nursing Home Care for Veterans.

[] 852.216–74, Economic Price Adjustment—Medicaid Labor Rates.

[] 852.216–75, Economic Price Adjustment—Fuel Surcharge.

[] 852.219–9, VA Small Business Subcontracting Plan Minimum Requirements.

[X] 852.219–10, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

[] 852.219–11, VA Notice of Total Veteran-Owned Small Business Set-Aside.

[] 852.222–70, Contract Work Hours and Safety Standards—Nursing Home Care for Veterans.

[] 852.228–70, Bond Premium Adjustment.

[] 852.228–71, Indemnification and Insurance.

[] 852.228–72, Assisting Service-Disabled Veteran-Owned and Veteran-Owned Small Businesses in Obtaining Bonds.

[X] 852.232–72, Electronic Submission of Payment Requests.

[X] 852.233–70, Protest Content/Alternative Dispute Resolution.

[X] 852.233–71, Alternate Protest Procedure.

[] 852.237–70, Indemnification and Medical Liability Insurance.

[] 852.246–71, Rejected Goods.

[] 852.246–72, Frozen Processed Foods.

[] 852.246–73, Noncompliance with Packaging, Packing, and/or Marking Requirements.

[] 852.270–1, Representatives of Contracting Officers.

[] 852.271–72, Time Spent by Counselee in Counseling Process.

[] 852.271–73, Use and Publication of Counseling Results.

[] 852.271–74, Inspection.

[] 852.271–75, Extension of Contract Period.

[] 852.273–70, Late Offers.

[] 852.273–71, Alternative Negotiation Techniques.

[] 852.273–72, Alternative Evaluation.

[] 852.273–73, Evaluation—Health-Care Resources.

[] 852.273–74, Award without Exchanges.

(b) All requests for quotations, solicitations, and contracts for commercial item services to be provided to beneficiaries must include the following clause:

[] 852.237–74, Nondiscrimination in Service Delivery.

(End of Clause) C.4 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.5 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-10 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification:

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:________________________________________ Printed Title of Signee:_________________________________________ Signature:___________________________________________________ Date:_____________________ Company Name and Address:________________________________________ (End of Clause)

C.6 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Clause)

C.7 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)

(End of Addendum to 52.212-4)

C.8 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2022) (JUL 2020) (DEVIATION)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by…