36C25025Q0372_1.docx

36C25025Q0372

GENERAL INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contracting Officer Jeannie Ortiz jeanne.ortiz@va.gov

NO PHONE CALLS ACCEPTED

PLACE OF PERFORMANCE

4646 John R. Street

Detroit, MI 48201

Vendors are prohibited from contacting facility in regard to this RFQ.

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested. The Government reserves the right to make no award from this solicitation.

Solicitation number 36C25025Q0372 is being issued as a Request for Quote (RFQ). The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03, effective January 17, 2025.

The associated North American Industry Classification System (NAICS) code for this procurement is 541380 (size standard $19.0 million).

This requirement is 100% set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB).

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 10 requires a contractor to provide hood testing and certification for the Detroit VA Medical Center, located in Detroit, Michigan, for a period of performance of one year with four possible option years at Government discretion. Please reference the Statement of Work for specific information and requirements.

The anticipated contract period is May 1, 2025 – April 30, 2026, if all options are exercised.

Quotes shall be received on or before the date and time specified in Block 8 of the SF1449 Solicitation. Solicitation posting and closing dates are subject to change as necessary and amendments will be issued accordingly.

This solicitation requires registration with the System for Award Management (SAM) at time of offer, pursuant to applicable regulations and guidelines. Registration information is at www.sam.gov.

This is an open-market combined synopsis/solicitation for services as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Offerors shall list exception(s) and rationale for the exception(s).

Offerors shall only submit quotes via email to Jeannie Ortiz, Contracting Officer, at jeanne.ortiz@va.gov. Only electronically submitted quotes will be accepted.

Any questions for this solicitation shall be sent via email to Jeanne Ortiz, Contracting Officer, at jeanne.ortiz@va.gov. There will only be one question and answer period. The deadline for submitting all questions is Thursday, March 20, 2025 by 10:00 AM Eastern Time. All questions shall have “36C25025Q0372 - Question” as the subject line. The Government will not respond directly to any questions submitted but will gather questions and post the answers to this Contract Opportunities posting for all potential businesses to access.

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME b.

TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE

SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a.

CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25025Q0372 03-1 -2025 Jeannie Ortiz 734-222-7167 04-0 -2025

00 AM

EDT

36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105 X X 811210 $34 Million N/A X 36C250 Department of Veterans Affairs Detroit VA Healthcare System Engineering Service 4646 John R. Street Detroit, MI 48201 36C250 Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105

Department of Veterans Affairs Financial Management System PO Box 149971 Austin, TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Offerors shall provide a firm, fixed-price quote for hood testing and certification in accordance with the Statement of Work (SOW) and Price Schedule.

Estimated period of performance is 05/01/2025 - 04/30/2026, with four (4) one-year option periods anticipated.

No site visit is being offered as all equipment and services required are clearly listed in the SOW.

**THIS IS A TOTAL SET-ASIDE FOR SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS (SDVOSB).**

See CONTINUATION Page X X X

JEANNIE ORTIZ

CONTRACTING OFFICER

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

GOVERNMENT:

Contract Specialist Jeanne Ortiz Department of Veterans Affairs Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor, MI 48105

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Management System PO Box 149971 Austin, TX 78714-9971

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

B.2 STATEMENT OF WORK

A. GENERAL INFORMATION

The Detroit VA (DVA) Medical Center at 4646 John R. Street, Detroit, Michigan 48201, requires Hood Testing and Certification services. The resulting contract will be firm, fixed-price with a base year and four (4) anticipated option years, at Government discretion.

B. SCOPE OF WORK

1. Semi-Annual: The contractor shall provide all resources necessary to perform and complete the tasks described in this statement of work (SOW), except as may otherwise be specified. This Semi-Annual testing will be done in the calendar year months of May and November. The contractor shall provide all labor, materials, instrumentation, supervision, and all other resources required to perform semi-annual testing and certifications on the following hoods:

Pharmacy Hoods (Semi-Annual)

PALMS Hoods (Semi-Annual)

Miscellaneous (Semi-Annual)

These rooms are in PALMS, Pharmacy, Nuclear Medicine, and Oncology

2. Annual: The contractor shall provide all resources necessary to perform and complete the tasks described in this statement of work (SOW), except as may otherwise be specified. The Annual testing will be done in the calendar year month of November. The contractor shall provide all labor, materials, instrumentation, supervision, and all other resources required to perform annual testing and certifications on:

4th Floor Research Hoods (Annual)

Animal Labs Hoods (Annual)

3. Background Semi-Annual: Semi-Annual hoods and the IV Clean room are to be tested and certified for proper airflows on an annual and semi-annual basis. The contractor shall test and certify all hoods and the clean rooms within the John D. Dingell VAMC. The contractor shall perform Semi-Annual testing in the calendar year months of November and May for the testing and certifications. The contractor will schedule the work to ensure there is not more than a 6-month overlap of inspections under the contract period of performance.

4. Background Annual: Annual hoods are to be tested and certified for proper airflows on an annual basis. The contractor shall test and certify all hoods within the John D. Dingell VAMC. The contractor shall perform the Annual testing in the calendar year month of November for testing and certifications.

5. Performance Period: The contractor shall complete the work required under this SOW within the month of November and again in the month of May under the contract period of performance. The work shall take place between the hours of 6:00 am to 4:30 pm, Monday through Friday. Some critical areas may require testing to be scheduled a day ahead of time in order to gain access. This will be scheduled through the COR/Service POC. The contractor shall complete all testing within five business days from the start date of the initial work.

C. SPECIFIC MANDATORY TASK AND ASSOCIATED DELIVERABLES

The contractor shall provide the specific deliverables below within the performance period stated in Section B-5 of this SOW. The contractor shall begin the first semi-annual testing/certification of all the hoods and IV clean room in the month of November of the contract period of performance and complete the work within five business days from when the work was started. The contractor shall begin the second semi-annual testing/certification of all the hoods and IV clean room in the month of May of the contract period of performance and complete the work within five business days from when the work was started. The contractor must provide the Contracting Officer’s Representative (COR)/Service POC at least one week notice before starting any testing. The contractor shall communicate with the COR daily during the inspections to inform of any issues with hoods tested that day. The contractor shall notify the COR of any hoods that do not meet certification criteria and supply the COR with a quote for repairs needed to make the hood compliant, prior to leaving the facility.

Testing of all Pharmacy clean rooms (IV, IV Buffer, Oncology, Oncology Buffer, Drug Unpacking Room, et al.) shall occur on a semi-annual schedule to coincide with the hood testing. The following testing and sampling are required:

1. Airflow Test

a. Citations: USP <797>, CAG-001-2005, CAG-002-2006, Manufacturer Specifications

b. Methods: CAG-002-2006

c. Locations: LAFW

d. Procedure: Appropriate airflow parameters will be measured using a validated method which will be kept on file. Air velocity will be measured by thermal anemometer using equally spaced readings across a horizontal plane producing the most repeatable readings. The locations within the plane, and the level of the plane in relationship to the filter diffuser will be documented. Reported in feet per minute with % uniformity.

e. Pass/Fail Criteria:

i. PASS – Average velocity and uniformity within manufacturer specifications

ii. FAIL – Average velocity and uniformity outside manufacturer specifications

2. HEPA Filter Integrity Test

a. Citations: USP <797>, CAG-002-2006

b. Methods: CAG-002-2006, IEST-RP-CC034.2 Section 6.2.1 for filters that can be scan tested IEST-RP-CC034.2 Section 6.2.3 for filters that cannot be scan tested

c. Locations: LAFW

d. Procedure: 10 individual ceiling HEPA filters in the pharmacy compounding suite will be leak tested, every six months, using a validated method which will be kept on file. An aerosol challenge of 10-90 micrograms per liter of polydispersed dioctylphthalate, polyalphaolefin, or equivalent will be introduced upstream and filter efficacy verified by aerosol photometer scan. Certifier shall have capability to patch and repair HEPA filter up to 3% of the face area per side and not to exceed 1.5 inches in width or provide replacement HEPA filter with filter of like size and construction (Type C or K) on same day.

e. Pass/Fail Criteria:

i. PASS – leakage of less than or equal to 0.01% of upstream concentration for filters that can be scanned, or 0.005% for filters that cannot be scanned

ii. FAIL – leakage of greater than 0.01% or patch size exceeds IEST-RP-CC034 (current version) limit

3. Airflow Smoke Pattern Test

a. Citations: USP <797>, CAG-001-2005, CAG-002-2006

b. Methods: CAG-002-2006

c. Locations: LAFW

d. Procedure: Visual observation of airflow patterns, under dynamic operating conditions, demonstrating first-air flow through critical sites within the DCA. Minimal dead spots or reflux away from critical sites is allowable. Methods will be kept on file. Delivery velocity of smoke generator shall not overcome isolator airflow patterns. Results to be video recorded and provided to Facility Program Manager for IV/Sterile Preparations.

e. Pass/Fail Criteria:

i. PASS – Airflow demonstrates smooth downflow with no dead spots or refluxing across critical sites.

ii. FAIL – Airflow does not meet direction or turbulence standards

4. Particle Count Survey

a. Citations: USP <797>, CAG-001-2005, CAG-002-2006

b. Methods: CAG-002-2006, ISO 14644-1

c. Locations: LAFW

d. Procedure: Air particle counts will be measured using a validated method which will be kept on file. The pass-through will be tested under static (at-rest) condition and the main chamber under both static and dynamic operating conditions. A discrete particle counter capable of detecting particles of 0.5 micron and larger shall be used. Sampling probe is to be oriented upward and located no more than 12” above the work surface (static test) and 12” away from the critical site (dynamic test). A minimum sample of two liters of air over one minute will be taken for each testing location. Three particle counts will be taken from the geometric center of the pass-through and five particle counts each will be taken in the main chamber under static and dynamic conditions – one near each corner, and one in the geometric center. Particle counts will be reported individually for each sampling location and designated by location and testing condition.

e. Pass/Fail Criteria (each PEC):

i. PASS – ISO Class 5 or better for all samples: less than or equal to 3,520 particles (0.5 micron and larger) per cubic meter

ii. FAIL – greater than 3,520 particles (0.5 micron and larger) per cubic meter for any sample

5. Viable Air Sampling

a. Citations: USP <797>, USP <1116>, CAG-009-2011

b. Methods: CAG-009-2011

c. Locations: One of each bacterial and fungal near the geometric center of the work surface in the LAFW and outside the LAFW.

d. Procedure: All samples shall be collected under dynamic operating conditions by volumetric impaction. Bacterial samples will be collected using 55mm plates containing TSA with neutralizing agents (lecithin and polysorbate 80). Samples will be incubated inverted at 30-35° C for 48-72 hours. Fungal samples will be collected using 55mm plates containing MEA or SDA with neutralizing agents (lecithin and polysorbate 80). Samples will be incubated at 26-30° C for 5-7 days. Colony forming units will be assessed daily and counts will be adjusted per manufacturer MPN calculation or statistical correction factor and reported as CFU per cubic meter.

e. Pass/Fail Criteria:

i. PASS – ≤ 1CFU per plate and no highly pathogenic organisms

ii. FAIL – >1 CFU per plate or ≥ 1 CFU of highly pathogenic organisms

iii. Highly pathogenic organisms defined as gram-negative rods, coagulase-positive staphylococci, molds and yeasts

f. Pass/Fail Criteria (Outside CAI):

i. PASS – ≤ 100 CFU per plate

ii. FAIL – >100 CFU per plate

6. Viable Surface Sampling

a. Citations: USP <797>, USP <1116>, CAG-009-2011

b. Locations: One of each bacterial and fungal near the geometric center of the work surface in the LAFW, and outside the LAFW.

c. Methods: CAG-009-2011

d. Procedure: All samples shall be collected under dynamic operating conditions using convex agar plates by gently rolling across the surface once in a single direction. Surface to be disinfected by wiping with non-shedding wipe saturated with sterile 70% isopropyl alcohol (provided by facility) immediately after each sample is collected. Bacterial samples will be collected using 55mm plates containing TSA with neutralizing agents (lecithin and polysorbate 80). Samples will be incubated inverted at 30-35° C for 48-72 hours. Fungal samples will be collected using 55mm plates containing MEA or SDA with neutralizing agents (lecithin and polysorbate 80). Samples will be incubated at 26-30° C for 5-7 days. Colony forming units will be assessed daily and reported as CFU per plate.

e. Pass/Fail Criteria (CAI):

i. PASS – ≤ 3 CFU per plate and no highly pathogenic organisms

ii. FAIL – >3 CFU per plate or ≥ 1 CFU of highly pathogenic organisms

iii. Highly pathogenic organisms defined as gram-negative rods, coagulase-positive staphylococci, molds and yeasts

f. Pass/Fail Criteria (Outside CAI):

i. PASS – ≤ 100 CFU per plate

ii. FAIL – >100 CFU per plate

7. Temperature and Humidity Tests: Ante Room, I.V. Room, Air Lock, and Chemo Room Purpose: The purpose of these tests is to demonstrate the capability of the system to control temperature uniformity and humidity within buyer-specified limits.

8. Sound Level Tests: Ante Room, I.V. Room, Air Lock, and Chemo Room Purpose: The purpose of this test is to establish the airborne sound pressure levels produced by the basic Cleanroom mechanical and electrical systems as experienced within the room and in adjacent external occupied areas, and to verify that performance meets the Buyer's specifications.

9. Light Level Tests: Ante Room, I.V. Room, Air Lock, and Chemo Room Purpose: The purpose of this test is to verify that the specified lighting levels and uniformity of lighting within the Cleanroom has been met.

10. Room Pressurized Tests: Ante Room, I.V. Room, Air Lock, and Chemo Room Purpose: To verify the capability of the Cleanroom system to maintain the specified pressure differential in the Cleanroom.

Locations of all areas and test locations will be required for each individual test.

D. CONFORMANCE STANDARDS

All testing of equipment, hoods, and areas shall meet any VHA standards, Joint Commission for Accreditation of Hospital Organization (JCAHO) or National Codes, Controlled Environment Testing Association (CETA) Sterile Compounding Facilities (or equivalent) guidelines, USP 797/800 standards, Original Equipment Manufacturer (OEM) specifications, ANSI/NSF 49, IEST RP-CC002.3, IEST-RP-CC034.3, ANSI-ASHRAE 100 protocols.

E. HOURS OF WORK

The Hood testing and Pharmacy clean-rooms testing will be performed Monday through Friday between the hours of 6:00 am to 4:30 pm. Any time changes must be cleared through the COR/Service POC. All Federal Holidays are observed Detroit VA Medical Center, and any proposed work during federal holidays must be cleared through the COR/Service POC or Facilities Maintenance Service (FMS) Chief.

F. GOVERNMENT RESPONSIBILITIES

The Government will provide access to rooms where hoods are located so contractor can perform testing/ certifications. The Government will supply room maps for all areas of work. The COR/SERVICE POC will provide an escort for Contractor, if needed, to find rooms and locations.

G. SAFETY

The contractor shall provide all personal protective equipment (PPE) needed for their employees such as safety glasses, hearing protection, safety shoes, gloves and any other PPE.

H. REPORTS

The contractor shall be responsible for submitting detailed reports within 14 days of completion of each semi-annual inspection, for each type of hood. The report must include the type of hood, ID number, EE number, room number, air flow data and hood pass/fail.

B.3 PRICE/COST SCHEDULE

BASE YEAR: 05/01/2025 – 04/30/2026

Hood testing, certification and related services in accordance with appropriate conformance standards, every six months, in May and November

Hood testing, certification and related services in accordance with appropriate conformance standards, once per year, in November

Base Year Total: ____________

OPTION YEAR 1: 05/01/2026 – 04/30/2027

Hood testing, certification and related services in accordance with appropriate conformance standards, every six months, in May and November

Hood testing, certification and related services in accordance with appropriate conformance standards, once per year, in November

OY 1 Total: ____________

OPTION YEAR 2: 05/01/2027 – 04/30/2028

Hood testing, certification and related services in accordance with appropriate conformance standards, every six months, in May and November

Hood testing, certification and related services in accordance with appropriate conformance standards, once per year, in November

OY 2 Total: ____________

OPTION YEAR 3: 05/01/2028 – 04/30/2029

Hood testing, certification and related services in accordance with appropriate conformance standards, every six months, in May and November

Hood testing, certification and related services in accordance with appropriate conformance standards, once per year, in November

OY 3 Total: ____________

OPTION YEAR 4: 05/01/2029 – 04/30/2030

Hood testing, certification and related services in accordance with appropriate conformance standards, every six months, in May and November

Hood testing, certification and related services in accordance with appropriate conformance standards, once per year, in November

OY 4 Total: ____________

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SECTION C - CONTRACT CLAUSES

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

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

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

This contract incorporates one or more clauses by reference, with the same force and effect as if given in full text. The full text of a clause may be accessed electronically at these address(es):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/ (End of Clause)

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

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days of contract expiration.

(End of Clause)

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

(a) The Government may extend the term of this contract by written notice to the Contractor within 15 days of contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 15 days before the contract expires. The preliminary notice does not commit the Government to an extension.

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

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

(End of Clause)

C.4 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

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

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

(End of Clause)

C.6 VAAR 852.219-73 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 percent 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:

[X] 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)

C.7 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 requirement as provided in the solicitation and the resultant contract, as follows:

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not 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. 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. 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)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

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

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

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

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

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

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work performed outside the United States;

(2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information;

(3) Contracts awarded by contracting officers in the conduct of emergency operations, such as responses to national emergencies;

(4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or

(5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above.

(End of Clause)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the…