RFQ Medical Gas Cylinder Rental 36C24725Q0860.docx

Combined Synopsis-Solicitation for Commercial Items 36C24724Q1035

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Birmingham, VAMC 700 South 19th Street Birmingham, AL 35233

POINT OF CONTACT*

Contract Specialist Winston P Graber Jr Winston.graber@va.gov 985-212-4296

PLACE OF PERFORMANCE

ADDRESS

Atlanta, GA VAMC

1670 Clairmont, RD.

Decatur, GA.

USA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-01, December 6, 2021.

This solicitation is Set Aside for SDVOSB BUSINESS.

The associated North American Industrial Classification System (NAICS) code for this procurement is 325120, the FSC/PSC is 6830.

The Department of Veterans Affairs is seeking to purchase Medical Gas and Cylinder Rental for Atlanta, GA. VAMC 1670 Clairmont Rd. Decatur, GA. 30033.

Place of Performance Atlanta, GA. VA Medical Center 1670 Clairmont Rd.

Decatur, GA. 30033

All interested companies shall provide quotations for the following:

Please see Attachment for a list of items needed to complete this requirement

Grand Total:

Company Name:

POC:

Signature:

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items”

2. FAR 52.212-2, “Evaluation- Commercial Products and Commercial Services

3. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” apply to this solicitation with the following addenda: VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” Nov 2021.

· FAR 52.217-8, “Option to Extend Services

· 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.

· FAR 52.217-9, “Option to Extend the Terms of the Contract

· (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 three (3) years.

· VAAR 852.219-73 “VA Notice of Total SET-ASIDE for Certified Service-Disabled Veteran-Owned Small Business (JAN. 2023)

· VAAR 852.219-75 “VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction (JAN 2023)

· VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (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 802.201, 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 certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

· (v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

· (2) The term ‘‘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).

· (3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

· (4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

· (5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

· (b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

· (1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

· (2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

· (3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

· (c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

· (d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, 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 part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) 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 otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

· (1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

· (2) Supplies/products.

· (i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

· (ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

· (3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

· (4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

· (5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percentage of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

· (e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

· [] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or

· [] By the end of the performance period for each order issued under the contract.

· (f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. 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.

· (g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program.

· (h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406–2 Causes for Debarment).

· (End of Clause)

· VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

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

· (1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirements 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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB 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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. The 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 certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. The 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 18 U.S.C. 1001.

· (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. Contracting officers 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)

The following subparagraphs of FAR 52.212-5 are applicable:

The following FAR clauses identified at paragraph b of FAR 52.212-5 are considered checked and are applicable to this acquisition: 52.219-6, 52.219-8, 52.219-28, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-50, 52.223-18, 52.232-34, 52.222-41, 52.222-44.

Addendum to FAR 52.212-1, Instructions to Offerors

1. Instructions for Proposal Submission.

a. Period of Acceptance of Offers. The Offeror agrees to hold prices in its offer firm for a period of Sixty (60) calendar days from the date specified for the receipt of offers.

b. Offerors’ quotes are to be submitted electronically to Winston.graber@va.gov. Offerors shall include in the subject line of the email the following: Solicitation 36C24725Q0860 – Medical Gas Cylinder Rental.

· Electronic quotes shall be prepared in five separate attachments. The contractor must submit pricing for the base period and all option years. Option year pricing will be evaluated.

· Attachment III- Factor C- Price. This factor shall be used to assess the reasonableness of the Offeror’s proposed price. For this factor, Offerors shall submit their Price quote using the Schedule of Services and Price from the section located in this combo. To be considered for award of a contract pursuant to this solicitation, Offerors must propose to provide services for each of the contract line items identified above.

· Attachment IV – ORCA Report if electronic copy has not been completed in the sam.gov database or submit a completed copy of 52.212-3 – Offeror Representations and Certifications.

· Attachment V – VAAR 852.219-77 Limitations on Subcontracting Certification

c. Quotes shall be emailed to Winston P. Graber; winston.graber@va.gov, and be received by 12:00pm, CST; on 7 Aug. 2025.

d. A responsibility determination required under FAR 9.1 will be made prior to award.

e. Per FAR 52.204-7, included in this solicitation by reference, an Offeror is required to be registered in SAM when submitting its offer, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

f. Per VA Acquisition Regulation 852.219-77, Offerors are required to submit a properly competed certification (as required by the regulation) at the time proposals are due.

g. Questions pertaining to this solicitation shall be emailed to Winston.graber@va.gov by 30 July 25 12 pm. Questions will be answered via an amendment to this solicitation on or about 1 Aug. 2025.

No telephone inquiries will be considered.

Addendum to FAR 52.212-2, Evaluation, Commercial Products and Commercial Services The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. This is a competitive solicitation that will be evaluated and awarded using the comparative evaluation procedures in accordance with FAR 13.106-2(b)(3). The contract will be awarded to the responsible offeror whose offer best meets the government’s needs. Evaluation of price will be the sole determining Factor.

Offerors submitted in response to this solicitation will be evaluated for acceptability against requirements identified in this RFQ. Once one offeror is found to meet the government’s needs, it will be compared side by side to the remaining offerors in a uniform and fair manner, with the “best” one being chosen. The Contracting Officer has the discretion to accept an offeror other than the lowest price that provides additional benefit to the government which the Contracting Officer can document and describe.

The government will evaluate information based on the following evaluation criteria: Factor A- Past Performance, Factor B- Technical Capability and Factor C- Price;

Factor 1 - Price This factor shall be used to assess the reasonableness of the Offeror’s proposed price.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Points of contact:

Contract Specialist: ; @va.gov;

Contract Officer: Winston Graber; winston.graber@va.gov; 985-212-4296.

Performance Work Statement

B.3 PERFORMANCE WORK STATEMENT

Title: Portable Medical Gas and Cylinder Rental

1. BACKGROUND Comment by Melissa Maloy: Insert. This should give the background of the program office

Portable Medical Gas Contract – Atlanta VA Medical Center and surrounding Clinics

2. SCOPE OF WORK

Contractual Service Agreement to provide all labor, materials and supplies necessary to supply medical gases and cylinders to the Atlanta VAMC and surrounding clinics. The contractor must accomplish the deliverables described in the Performance Work Statement (PWS)

The contractor shall provide critical insight and strategy to key EPMO leaders and stakeholders, enabling them to productively deliver programs and services related to PACT Act implementation on time and within the guidelines of congressional mandates. Additionally, the contractor shall provide support in the following areas:

1. Provide analysis of VA enterprise needs to better provide analytics to stakeholders (Congress, SECVA, Admins, etc... in support of Toxic Exposure Fund (TEF)).

2. Provide analysis and support for the implementation of the TEF legislation.

3. Perform predictive modeling analysis in support of the infrastructure needs due to an increase in Veteran volumes resulting from the Toxic Exposure Fund and Veterans qualifying for the PACT Act.

4. Provide strategic analysis of VA enterprise needs for IT modernization to provide Toxic Exposure relief to Veterans promptly.

5. Perform enterprise IT analysis of IT opportunities and support the implementation to better support the Veteran experience for beneficiaries of Toxic Exposure Fund legislation.

6. Provide analysis in support of IT infrastructure needs due to an increase in Veteran volumes resulting from the Toxic Exposure Fund and Veterans qualifying for the PACT Act (Health tech, tech infrastructure, hardware, software)

3. CONTRACT TYPE

This is a firm fixed price contract.

4. PERIOD OF PERFORMANCE

The period of performance is as follows:

Base: 10/01/2025 – 9/30/2026 Option Period 1: 10/01/2026 – 9/30/2027 Option Period 2: 10/01/2027 – 9/30/2028

5. PLACE OF PERFORMANCE

The tasks under this PWS shall be performed at the Atlanta VAMC located at 1670 Clairmont Road, Decatur, GA 30033 and outlying clinics.

6. TRAVEL

All travel will be at the expense of the vendor

The FTR can be referenced at:

http://www.gsa.gov/portal/ext/public/site/FTR/file/FTRTOC.html/category/21865/hostUri/portal

7. TASK STATEMENT

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

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

7.1 REPORTING REQUIREMENTS

The Contractor shall provide the Contracting Officer’s Representative (COR) with Monthly Progress Reports in electronic form in Microsoft Word or Microsoft Excel. The report should include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report should also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The Contractor shall monitor performance against the previous month’s approved Monthly Progress Report and report any deviations. It is expected that the Contractor shall maintain communication with VA accordingly so that any arising issues are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

· Monthly Progress Reports

7.2 INSERT TASK HERE

Deliverable:

· INSERT DELIVERABLE HERE Comment by Melissa Maloy: Please list all deliverables for this task

8. DELIVERY SCHEDULE Comment by Melissa Maloy: Please include all deliverables and details for each here.

Delivery Date

Upon award of contract

a. 508GJ Blairsville VA CBOC 1294 Highway 515 East, Suite 100 Blairsville, GA 30512

b. 508GQ Cobb County VA Clinic 1263 Cobb Parkway N. Marietta, GA 30066

c. 508GM Covington Clinic 934 East Church Street Jasper, GA

d. 508QB East Point VA Clinic 2675 N. Martin St., Building 700 Suite A East Point, GA 30344

e. 508QD Fulton County VA Clinic 1513 Cleveland Ave., Building 300 East Point, GA 30344

f. 508QC Henderson Mill VA Clinic 2296 Henderson Mill Road Atlanta, GA

g. Northeast Cobb County VA Clinic 2217 Roswell Road, Suite 114 Marietta, GA 30062-2957

h. 0304V Atlanta Vet Center (South Fulton County VA Clinic 1800 Phoenix Boulevard, Building 400, Suite 404 Box 55 College Park, GA 30349

i. 0329V Lawrenceville Vet Center 930 River Centre Place, Lawrenceville, GA 30043

j. 0342V Marietta Vet Center 980 S. Cobb Drive Marietta, GA 30060

k. South Cobb County VA Clinic 2400 Herodian Way Southeast Smyrna, GA 30080-8581

l. Tucker VA Clinic 2309 Parklake Drive Northeast, North Lake Atlanta, GA 30345-2914

m. Pickens County VA Clinic 934 East Church Street Jasper, GA 30143-1926

n. West Cobb County VA Clinic 333 Midway Road Marietta, GA 30064-5630

o. 508GL Rome VA Clinic 30 Chateau Dr, SE Rome, GA 30161

p. 508GK Trinka Davis Veterans Village Clinic 180 Martin Dr Carrollton, GA 30117

q. 508QF Atlanta VA Clinic 250 N. Arcadia Avenue Decatur, GA 30030

r. 508GA Fort McPherson VA Campus 1701 Hardee Ave., SW Atlanta, GA 30310

s. 508GH Lawrenceville VA Clinic 455 Philip Blvd, Suite 200 Lawrenceville, GA 30046

t. 508GI Newnan VA Clinic 39-A Oak Hill Ct. Newnan, GA 30265

u. 508GE Oakwood VA Clinic 4175 Tanners Creek Drive Flowery Branch, GA 30542

v. 508GS Pike County Clinic 9528 Highway 19 North Zebulon, GA 30295

w. 508GG Stockbridge VA Clinic 175 Medical Blvd. Stockbridge, GA 30281

x. South Cobb County VA Clinic 2400 Herodian Way Southeast Smyrna, GA 30080-8581

Within 24-48 hours of receipt of request.

9. KEY PERSONNEL

Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this effort. These are defined as individuals crucial to the successful performance of the orders issued and the programs being supported by those orders and are those persons identified as key personnel in accordance with solicitation requirements. The Contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without prior notification of the CO. Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS, as well as those requirements outlined in Section 7.0.

Substitution of Personnel: Any personnel the contractor offers as substitutes shall have the ability and qualifications, including educations and experience, equal to or better than the key personnel whose biography was submitted with the successful proposal. Requests to substitute personnel shall be provided to the CO for review and approval. All notification of substitutions in key personnel shall be submitted to the CO at least 15 calendar days prior to making and change in key personnel, to the maximum extent practicable. The notification shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete biography/resume for the proposed substitute, and any other information requested by the CO. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

10. OTHER DIRECT COSTS

11. GOVERNMENT- FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION

The Government will provide adequate physical work space for up to three contractor personnel and will furnish the following: desk, encrypted laptop, phone, electronic mail (e-mail) account, and use of the Government telephone, facsimile machine, and copier, as required by this task order. The use of contractor equipment in Government facilities must be approved by Program Office.

The contractor shall adhere to all VA security requirements for any VA issued equipment and all contractor personnel that will receive and utilize VA issued laptops shall sign a VA property loan form and all associated documentation prior to receiving the equipment. All VA policies related to networked computer use will apply. Personal identification verification (PIV) cards shall be required for all contractor personnel with VA network access/accounts. Contractor personnel shall complete VA’s Privacy and Information Security Awareness and Rules of Behavior training before networked computer access will be granted.

Prior to the use of any Government-furnished equipment, the Contractor shall complete all mandatory training courses on the VA training site, currently the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If an individual does not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

The VA laptop computers must comply with all rules/requirements regarding patches and updates and must be returned to VA at the conclusion of the task order.

12. QUALITY ASSURANCE SURVEILLANCE PLAN Comment by Melissa Maloy [2]: This is boiler plate language so no need to make any revisions.

Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. The Government may utilize the Performance Based Service Assessment Survey, or other methods to compare contractor performance to the Acceptable Levels of Performance (ALPs).

12.1 METHODS OF SURVEILLANCE

Various methods exist to monitor performance. The COR shall use any or several of the surveillance methods listed below in the administration of this QASP.

1. 100% Inspection (evaluates all outcomes) - Each month, the COR shall review all of the contractor’s performance/generated documentation and document results accordingly. This assessment shall be placed in the COR’s QA file.

2. Random Sample - The COR shall review a random sampling of the contractor’s performance/generated documentation and document your results accordingly. This assessment shall be placed in the COR’s QA file.

3. Validated Customer Complaint or Validated Below Average ALP in a Specific Area - Each month, the COR shall review the contractor’s performance/generated documentation corresponding to a validated customer complaint or validated inability to perform in accordance with the ALP in a specific area and document your results accordingly. This assessment shall be placed in the COR’s QA file.

12.2 FREQUENCY OF MEASUREMENT

During task order performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed, and at a minimum shall be twice a year.

12.3 ACCEPTABLE PERFORMANCE LEVELS (APLS) Comment by Melissa Maloy [2]: This is also called a QASP.

Standard Surveillance Method Outcome

12.4 DOCUMENTING PERFORMANCE

Acceptable Performance The Government shall document acceptable performance in accordance with the chart above. Any report may become a part of the supporting documentation for any contractual action.

Unacceptable Performance When unacceptable performance occurs, the COR shall inform the CO. This will always be in writing although when circumstances necessitate immediate verbal communication, that communication will be followed in writing. The COR shall document the discussion and place it in the COR file.

When the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.

The contractor shall acknowledge receipt of the CDR in writing to the CO. The CDR will state how long after receipt the contractor has to take corrective action. The CDR will also specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CO shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

13. SECURITY AND PRIVACY REQUIREMENTS

13.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

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

Position Sensitivity and Background Investigation Requirements by Task

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

13.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Comment by Melissa Maloy [2]: This whole section is to be reviewed by the ISO and PIO, however we do not make any revisions unless they recommend it.

13.2.1 Contractor Responsibilities:

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

B. The Contractor shall bear the expense of obtaining background investigations. Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the ProPath template. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 7.0 Tasks), etc. The Contractor shall submit full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

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

D. The Contractor shall ensure the following required forms are submitted to the COR within 5 days after contract award:

1. For a Tier 1/Low Risk designation:

0. OF-306

0. DVA Memorandum – Electronic Fingerprints

1. For Tier 2/Moderate or Tier 4/High Risk designation:

1. OF-306

1. VA Form 0710

1. DVA Memorandum – Electronic Fingerprints

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

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

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

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

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

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

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

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

13.2.3 Physical Security and Safety Requirements

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

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

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

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

d. Possession of weapons is prohibited.

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

13.2.4 Confidentiality and Non-Disclosure

0. The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

0. The VA CO will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall release no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the VA CO for response.

0. Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

0. Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the VA CO.

0. Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

0. Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA.

0. Contractor must adhere to the following:

1) The use of “thumb drives” or any other medium for transport of information is expressly prohibited.

2) Controlled access to system and security software and documentation.

3) Recording, monitoring, and control of passwords and privileges.

4) All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment…