36C24823Q0997 Combined Synopsis.pdf

36C24823Q0997

Combined Synopsis/Solicitation

Honor Center Janitorial & Housekeeping Services for the Department of Veterans Affairs, Honor

Center/Domiciliary site located at 1604 SE 3rd Avenue, Gainesville Florida 32641.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in the Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part

13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

The combined synopsis solicitation number is 36C25623Q0997. It is issued as a Request for

Quote. The Government anticipates awarding base + 4 option years firm-fixed price contract resulting from this solicitation. This document incorporates the clauses and provision in effect for the Federal Acquisition Circular 2023-02/3-16-2023.

This requirement is solicited as a set-aside to Service-Disabled Veteran-Owned Small

Businesses under the North American Industry Classification System for 561720 (Janitorial

Services) with a size standard of $22 million.

The contractor shall provide the following materials, supplies, machinery/equipment, supervision/personnel, and training for the interior/exterior Janitorial and Housekeeping

Services at the VA Honor Center/Domiciliary Facility. The contractor will also be required to submit proof of insurance, licensing, and certifications to operate in Florida. The service will be provided at the location listed above.

Quotes in response to this combined synopsis/solicitation are due before 4:00 P.M.

Eastern Standard Time (EST) on June 23, 2023. Quotes shall be submitted in writing and sent by email to EarlCi.Johnson@va.gov (Earl Johnson, Contract Specialist). The following must be in the subject line of the email “RFQ 36C25623Q0997 Honor Center Janitorial & Housekeeping

Services”. Questions must be submitted before 4:00 P.M. (EST) on June 9, 2023. If questions are received, they will be posted with all questions and answers to the same announcement. All quotes shall remain valid for 120 calendar days.

The Site Visit is scheduled for May 31, 2023, at 10:30 a.m. EST. (Entrance Lobby of facility).

This is not mandatory, but highly encouraged for all contractors.

Completing Quote for Submittal

Quoter must complete the Contract Administration B.1 and provide their company name, address, point of contact/their title, e-mail address, company telephone number. The person must have the authorization to obligate the company in this matter. Each line item of Section B.2

Price/Cost Schedule must be completed. The Contractor’s Questionnaire must be completed/submitted with quote. The VAAR 852.219-75 Notice of Limitations on Subcontracting must be completed/submitted with quote/award. See attachments D 1-5.

Table of Contents

SECTION B - CONTINUATION OF COMBINED SYNOPSIS

B.1 CONTRACT ADMINISTRATION DATA

B.2 IT CONTRACT SECURITY

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

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

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 47

C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.7 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.8 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (OCT 2019)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.12 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.13 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 55

C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 QUESTIONAIRE FOR CONTRACTORS

D.3 VA NOTICE OF LIMITATION ON SUBCONTRACTING - CERTIFICATION

D.4 HONOR CENTER_DOMICILIARY FLOOR PLAN

D.5 VHA SEASONAL INFLUENZA VACCINATION PROGRAM

D.6 VHA ICARE STANDARDS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020) . 70

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF COMBINED SYNOPSIS

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 36C248

Department of Veterans Affairs

Network Contracting Office 8 (NCO 8)

Commerce Building

300 E. University Ave. Ste. 180

Gainesville FL 32601-3460

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, upon review and acceptance by the Government.

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 Veteran Affairs

Financial Services Center P.O. Box 149971 Austin TX 78714-9971

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

AMENDMENT NO DATE

B.2 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as

VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and

Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive

Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a

Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security

Clearance must be processed through the Special Security Officer located in the Planning and

National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data -

General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure

VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that

VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media

Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable

Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate

Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus.

If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart

C, information and system security categorization level designations in accordance with FIPS

199 and FIPS 200 with implementation of all baseline security controls commensurate with the

FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA

Information Security Program). During the development cycle a Privacy Impact Assessment

(PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration

(FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default

"program files" directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST

Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal

Information Systems, VA Handbook 6500, Information Security Program and VA Handbook

6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records

Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of

1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a

SOR on individuals that is subject to the Privacy Act; and

(2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a

SOR.

h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

(1) "Operation of a System of Records" means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

(2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

(3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g., for the convenience of VA) shall only be granted with approval of the contracting officer and the

VA Assistant Secretary for Office of Information and Technology.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent to those procedures used to secure VA systems. A

Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA

Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation.

b. Adequate security controls for collecting, processing, transmitting, and storing of Personally

Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification

Program Office. Government- owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

d. The contractor/subcontractor's system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the

PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA's POA&M management process. The contractor/subcontractor must use VA's POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/ subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re- authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program

Office can provide guidance on whether a new C&A would be necessary.

e. The contractor/subcontractor must conduct an annual self-assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

f. VA prohibits the installation and use of personally owned or contractor/ subcontractor-owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal

(host-based or enclave based) firewall that is configured with a VA-approved configuration.

Software must be kept current, including all critical updates and patches. Owners of approved

OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA

Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/ subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.

h. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

(1) Vendor must accept the system without the drive;

(2) VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

(3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

(4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

(a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and

(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract.

(c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The

ISO needs to maintain the documentation.

6. SECURITY INCIDENT INVESTIGATION

a. The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/ subcontractor shall immediately notify the

COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/ subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved, the circumstances surrounding the incident

(including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with

VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

7. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term

'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis.

Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised

(made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and

Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least

3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

8. SECURITY CONTROLS COMPLIANCE TESTING

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by

VA in the event of a security incident or at any other time.

9. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for

VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication

800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

(End of Clause)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

12.00 MO _______________

PROVIDE JANITORIAL SERVICES AT THE PROJECT

HONOR VET DOMICILIARY LOCATED AT 1604 SE 3RD

AVENUE, GAINESVILLE FL 32641

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024

PROVIDE JANITORIAL SERVICES AT THE PROJECT

HONOR VET DOMICILIARY LOCATED AT 1604 SE 3RD

AVENUE, GAINESVILLE FL 32641

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025

PROVIDE JANITORIAL SERVICES AT THE PROJECT

HONOR VET DOMICILIARY LOCATED AT 1604 SE 3RD

AVENUE, GAINESVILLE FL 32641

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026

PROVIDE JANITORIAL SERVICES AT THE PROJECT

HONOR VET DOMICILIARY LOCATED AT 1604 SE 3RD

AVENUE, GAINESVILLE FL 32641

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027

PROVIDE JANITORIAL SERVICES AT THE PROJECT

HONOR VET DOMICILIARY LOCATED AT 1604 SE 3RD

AVENUE, GAINESVILLE FL 32641

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028

6.00 MO

NSP

OPTION PERIOD UNDER FAR CLAUSE 52.217-8 -

OPTION TO EXTEND SERVICES

NOTE: The specified rates under this clause will be those rates in effect pursuant to the CLINs under which the contractor is currently providing services.

GRAND TOTAL _______________

B.4 STATEMENT OF WORK

Custodial/Janitorial Services The HONOR Center / Domiciliary

1604 SE 3rd Avenue, Gainesville, Florida 32641

I. Scope of Work:

a) The Janitorial Contractor shall furnish, at their own expense, all materials, supplies, machinery, appliances, supervision, and labor necessary to provide complete janitorial services to the interior and immediate exterior of the HONOR Center/Domiciliary located at 1604 SE 3rd Ave., Gainesville, FL 32641 as outlined herein. (See each duty description under “Janitorial Cleaning Requirements” for specific supply and scope of work requirements).

b) The HONOR Center / Domiciliary has approximately 25,000 square feet of occupied space. The HONOR Center / Domiciliary is a 2-part facility functioning as an administrative hub for the homeless program from 6am to 6pm, and a 24/7 residential

Domiciliary. The HONOR Center / Domiciliary consists of 49 multiple occupancy administrative offices, 10 community areas, a 36 room /45 bed resident area, a nursing station, a medication room, several resident lounge areas, and several exterior recreational areas.

c) In this Statement of Work, the Contracting Officer Representative is defined as the COR, Contracting Officer is defined as CO. The contractor’s management official defines the contractor and/or staff employed by the contractor to oversee staffing and contract management and adherence.

d) A diagram of the space is attached to this document. A site visit will be scheduled for all contractors to view the facility in person. The date/time will be posted on SAM.gov. The following individuals will be present for the site visit, Contracting Officer, Contract

Specialist, Contracting Officer Representative. The site visit will be scheduled during the hours of 10:00 am to 3:00 pm Monday through Friday.

II. Hours of Operation:

a) The work required by the Janitorial Contractor shall be performed 7 days a week, 365 days a year, Monday through Sunday, including holidays. Work shall begin no earlier than 5:00 am and no later than 10:00 pm. The Janitorial Contractor shall provide a work schedule with their quote submission. The work schedule will clearly represent how fulltime and parttime staffing will be structured to fulfill both active and inactive staffing hours and assignments.

b) The Janitorial Contractor service is required to provide daily cleaning during active hours to maintain cleanliness. The Janitorial Contractor service is required to provide extensive cleaning during inactive hours to ensure major janitorial cleaning needs are met. The

Administrative Hub and Domiciliary Residential Quarter active and inactive hours are described as follows:

1. Administrative Hub

i) Active hours - 6:00 a.m. – 6:00 p.m. Monday through Friday

ii) Inactive hours - 6:00 p.m. – 6:00 a.m. Monday through Thursday, and from 6:00 p.m. on Friday to 6:00am on Monday.

2. Domiciliary Residential Quarter

i) Active hours - 6:00 a.m. – 8:00 p.m., 7 days a week

ii) Inactive hours - 8:00 p.m. through 6:00 a.m., 7 days a week.

III. Janitorial Staffing and Communication Requirements:

a) The Janitorial Contractor is required to provide a minimum of 2 Janitorial staff and 1 on-site supervisory staff to fulfill the daily cleaning requirements during active hours ensuring the facility is cleaned in its entirety as described in Statement of Work, as well as any unexpected housekeeping issues.

1. The Janitorial Contractor is required to provide one onsite supervisor, available during both inactive and active hours, to complete inspections, provide supervision, meet with the Contracting Officer Representative, the Domiciliary Chief, the Nurse

Manager, the charge nurse, and/or the Project Manager when deemed necessary to discuss and resolve janitorial issues, plans, and/or urgent matters. The scheduled onsite Janitorial staff will be called to answer requests such as, but not limited to, discharge/admission room cleaning, emergency spills and incident cleaning, cleaning that may involve infection control measures, and other issues that may involve immediate responses, unexpected, and/or alternative cleaning tasks. The

Janitorial Contracting company must have the proper staff, training, supplies, and ability to respond to such calls.

2. A minimum of 2 Janitorial staff are to be on duty during both active and inactive hours. This requirement is to assure sufficient coverage of required janitorial tasks, availability during unexpected service needs, and coverage of lunch and breaks.

3. The Janitorial Contractor is required to provide sufficient staff to complete extensive cleaning during inactive hours and ensure major janitorial cleaning needs are met.

These tasks should not impede upon the regular cleaning during inactive hours.

4. The Janitorial Contractor is responsible for assuring staff call-out are covered. Staff shortages are communicated to the COR immediately and an expedient resolution is provided to assure the minimum staffing requirements are met.

5. To prevent any disturbance in patient care, the on-site supervisor is required to submit an extensive cleaning plan, demonstrating the designated section(s) scheduled for deep cleaning, waxing, and/or any other extensive cleaning needs that requires the absence of traffic. These plans are to be presented to the

Contracting Officer Representative, a minimum of 7 days prior to the designated extensive cleaning date(s). This plan will be reviewed by the Domiciliary Chief and

Nurse Manager who will be responsible for assuring there are no resident/staff traffic in the designated area during the extensive cleaning process. To ensure resident/staff safety, any changes to the submitted plan, to include possible date(s), and/or area(s) changes, will be discussed and revised by all parties. Final approval will be determined by the COR. A finalized extensive cleaning plan will be posted in the nursing station prior to the stated extensive cleaning date(s).

6. Satisfaction of the requirements, as stated in this Statement of Work, are to be completed within the specified time frame. See each duty description under

“Janitorial Cleaning Requirements (IV) and Performance Objectives (XVII)” for performance details and specific time requirements.

b) The Janitorial Contractor onsite supervisor will be the first and direct line of communication between the Janitorial Contractor’s company and the COR for janitorial concerns, such as but not limited to, staffing and/or resident complains, inspections, discrepancies, resolutions, and any federal or facility environment of care matters. The

Janitorial Contractor onsite supervisor is responsible for immediately communicating any and all issues immediately and directly to the COR. The resolution process hierarchy is as follows:

1. Contact the COR via telephone immediately and communicate any and all incidents, accidents, occurrences.

2. Document any and all incidents, accidents, occurrences, in writing, on the provided incident report, and submitted to both the COR and the contracts managing official within 24 hours of the occurrence. A blank incident report will be provided to contract management team upon selection.

3. The contractor’s management official, the HONOR Center Domiciliary Management, and/or the Program Manager will meet with the COR and derive the appropriate resolution.

4. The COR has the authority to remove any janitorial staff from the HONOR

Center/Domiciliary premises if and when a situation determines that staff, Veterans, guests, and/or property is deemed “at risk”. If said staff is asked to be removed, they must immediately surrender their PIV access badge, keys, and any other VA provided materials.

5. The COR has the authority to both assign and/or require training and/or counseling prior to the reinstatement of any janitorial contracted staff that was removed from the site(s) due to disciplinary actions. The contractor’s management official is responsible for administering said training and providing proof of completed training and/or counseling to the COR. Reinstatement will not be provided until the requirement is completed and approved by the COR.

6. The contractor’s management official is responsible for assuring that the minimum staffing coverage is provided immediately upon removal of staff.

7. The COR has the authority to both assign and/or require training and/or counseling to all staff as a preventative measure and/or after action. The contractor’s management official is responsible for administering said training and providing proof of completed training and/or counseling to the COR within stated timeframes.

c) The janitorial contractor’s management official is required to provide the COR and the

Domiciliary Chief with a monthly staffing schedule prior to the start of each month via e-mail. Staffing changes are required to be updated and re-submitted to the COR 24 hours prior to any changes. The janitorial contractor’s management official is responsible for immediately resolving, reporting, and adjusting schedule and coverage in the event of staff changes, absences, or adjustments.

d) The janitorial contractor’s management official and/or onsite supervisor is responsible for assigning and managing the janitorial contractor workload. The janitorial contractor’s management official and/or onsite supervisor is responsible for assuring all tasks as described under Janitorial Cleaning Requirements (IV) and Performance Objectives (XVII); as well as any urgent/ unexpected tasks are assigned and completed to adhere to the highest quality of cleanliness of the HONOR Center/Domiciliary standards as described in this SOW.

e) A janitorial contractor supervisor must be on site during all janitorial staffing hours to communicate and monitor workflow. The contractor’s management official must assign an alternate supervisory staff, also referred to as a lead staff, to be available during breaks, lunch, and/or any absence of the on-site supervisor.

f) The VA facility provides walkie-talkies for the janitorial staff mandatory use and communication. The janitorial contractor supervisor and each scheduled janitorial staff will pick-up a walkie-talkie at the start of their shift. The walkie-talkies designated for use by the janitorial staff are located behind the front desk. When leaving the facility, for any reason and at the end of their shifts, the walkie-talkies are to be returned to the charging station behind the front desk. The walkie-talkies are to remain on-site at all times. The janitorial contractor will be responsible for replacing any walkie-talkies removed and/or lost by the janitorial staff.

g) The janitorial supervisor is responsible for assuring staff have the knowledge, training, assignment, daily monitoring of use, and shift accountability of the walkie-talkies. The janitorial supervisor is responsible for reporting any damaged and/or missing walkie-talkies to the COR immediately upon recognition during a shift accountability.

h) A set of walkie-talkies are also assigned to the Domiciliary nursing staff, the front desk administrative staff, and the security staff. These designated sections are the cycle of communication to which the janitorial staff must respond.

1. The contracted janitorial staff are not to use any of the walkie-talkies assigned to other areas in absence of those assigned to the janitorial staff.

2. The contracted…