36C25222Q0483 0001.docx

36C25222Q0483

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee

WI

53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee

WI

53214-1476 To all Offerors/Bidders

04-12-2022

X X X

April 19th, 2022 @23:59pm X The purpose of this amendment is to extend the RFQ closing date & Time and to Provide the correct Solicitation Document.

Matthew Hohl Amendment to extend RFQ Closing Date & Correct a Posting issue

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.

DUNS:

DUNS+4:

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

578-22-2-6969-0185 36C25222Q0483 Matthew.hohl@va.gov 414-844-4816 04-12-2022 23:59

CDT

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 X X 511210 $41.5 Million N/A X 36C252 Edward Hines, Jr. VA Hospital Warehouse in Bldg. 220 5000 South 5th Avenue Hines, IL 60141-5000

36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 877-353-9791 512-460-5540 See CONTINUATION Page Environmental Management Services (EMS) Software See Continuation Pages See CONTINUATION Page X X Matthew Hohl

SECTION B - CONTRACT ADMINISTRATION DATA

B.1 CONTRACT ADMINISTRATION

All contract administration matters will be handled by the following individuals:

B. GOVERNMENT: MATTHEW HOHL, CONTRACTING SPECIALIST

DEPARTMENT OF VETERANS AFFAIRS

GREAT LAKES ACQUISITION CENTER

115 S. 84TH ST., SUITE 100

MILWAUKEE WI 53214-1476

PHONE NUMBER: 414-844-4816

EMAIL: Matthew.Hohl@VA.GOV

B.2 CONTRACTOR REMITTANCE ADDRESS

All payments by the Government to the contractor will be made in accordance with:

52.232-32, Payment by Electronic Funds Transfer - System for Award Management

B.3 INVOICES

Invoices shall be submitted in arrears in accordance with:

1. 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

1. UPON ACCEPTANCE OF ITEMS

B.4 GOVERNMENT INVOICE ADDRESS

All invoices from the contractor shall be submitted electronically in accordance with 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

FACSIMILE, E-MAIL, AND SCANNED DOCUMENTS ARE NOT ACCEPTABLE FORMS OF SUBMISSION FOR PAYMENT REQUESTS.

For assistance setting up e-Invoice, the below information is provided:

* Vendors must register online at http://www.tungsten-network.com/veteransaffairs/

* Tungsten Network Setup Information: 1-866-340-4980

* Tungsten Network email: VA.Registration@tungsten-network.com

* FSC Vendor Support Section Contact: 1-877-353-9791

* FSC Vendor Support Section email: vafsccshd@va.gov

Vendors can inquire on the status of payments by accessing VIS at: https://www.vis.fsc.va.gov/login.aspx?ReturnUrl=%2fDefault.aspx

INVOICES: Invoices shall be submitted in arrears:

GOVERNMENT INVOICE ADDRESS: All invoices from the contractor shall be mailed to the following address:

Vendor inquires: Toll Free Number 1-877-353-9791

B.5 BASIS OF AWARD

The Government will make the award to the lowest price technically acceptable offer.

B.6 SECURITY & PRIVACY CONTROL

The Certification & Accreditation (C&A) requirements of VHA Handbook 6500.6 do not apply to this requirement; therefore, a Security Accreditation package is not required. No C&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security Program.

If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at 202-461-6309. If there are any questions related to the information security, please have a member of your staff contact the Office of Cyber Security at 304-262-7733.

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

B.7 STATEMENT OF WORK:

U.S. DEPARTMENT OF VETERANS AFFAIRS

VA Edward Hines Hospital (VISN 12) 5000 S. 5th ave Hines, IL 60141

BACKGROUND

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), manages the largest medical system in the United States, providing care to over 8.9 million Veterans, employing 180,000 medical personnel and operating 171 hospitals in 18 regions throughout the continental United States., Alaska, Caribbean and Hawaii. The goals of Edward Hines, Jr. VA Hospital are to provide the capability of managing operations for all business units including: Sanitation; Linen/Laundry; Grounds keeping; Waste Management; Pest Control; Inspections; Asset Management; and Cost/Budget Management. The VA Unified Environmental Management Services (EMS) Platform Software-as-a-Service (SaaS) system is projected to have approximately 20 users of the service in some form of administrative capacity.

This RFQ solicitation is looking for a single comprehensive, Environmental Management Services (EMS) Software-as-a-Service (SaaS) system that meets the stipulated requirements as set out below.

SCOPE OF WORK

Contractor shall provide all labor, materials, tools and equipment, training, maintenance, technical support, travel, project management and supervision required to provide access and support to a Single comprehensive, Environmental Management Services (EMS) Software-as-a-Service (SaaS) system.

PERFORMANCE PERIOD

The Period of Performance (POP) shall be a Base Year Period of (1) year with the Governments option to extend the contract for four (4) 12-month option periods. Base Year Coverage shall not begin until the “Go Live” date commences. Government may exercise the option for additional licenses for additional modules.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

PLACE OF PERFORMANCE

Tasks shall be performed at Contractor facilities while training shall be conducted at Government facilities or remotely online.

NATIONAL HOLIDAYS OBSERVED BY THE GOVERNMENT

The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

PERFORMANCE GOALS

Contractor shall provide necessary resource for record integration to help the government load up to two (2) years of EMS records from each of the various units. Data to be provided by the government and will come in various formats including, spreadsheets, electronic forms, paper hard copies and others. Vendor is not responsible for missing data but will work with the Point of Contact (POC) for data fallouts.

Contractor shall report and provide the Point of Contact (POC) with Deliverable Reports in electronic form in Microsoft Word formats. The report shall include detailed instructions/explanations for each milestone accomplished through and up to project completion. These reports shall reflect information as of the last day of the preceding period.

Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

Contractor shall monitor performance against deliverables and report any deviations and keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

SYSTEM ADMINISTRATION

a. Contractor shall provide maintenance and support services as further defined herein.

b. Upon completion of the installation, training, final acceptance testing, Contractor shall provide all maintenance and support services to ensure that the VA Unified Environmental Management Services (EMS) Platform continues to function 99.0% of the time 24 hours per day 365 days per year. "System Availability" shall not include any minutes of downtime resulting from:

i. Scheduled maintenance pre-approved by the VA,

ii. Events of force majeure,

iii. Malicious attacks on the system,

iv. Issues associated with VA’s computing devices, local area networks or internet service provider connections, or

v. Contractor’s inability to deliver services because of VA’s acts or omissions.

c. All new software versions shall be covered in the maintenance services, including all subsequent versions designed to replace the version installed under this contract.

d. Maintenance and systems support (Tier II Help Desk) shall be provided during the entire contract period as well as during any contract authorized option extension periods.

e. Contractor shall distribute maintenance notification updates or releases by using an appropriate electronic or printed media to the POC.

f. Sixty (60) day prior to the expiration of each contract period Contractor shall validate that the system’s user information for inspectors and users is accurate as of that date. Contractor shall:

i. Compile a list of valid users and delete users that no longer have a valid email addresses;

ii. Coordinate the list with the POC;

iii. Update the coordinated list and that number is used to true-up the number of users utilized for computation of any license for the upcoming option year of the contract.

SYSTEM AND ACCEPTANCE PLAN

A system testing and acceptance plan shall be submitted to POC for review and approval at a minimum of 10 days prior to system “go-live” in a real-world environment. The plan must test the functionality of the software, connectivity and operational readiness of users. Government will provide test cases designed to stress the system capabilities. Any problems must be identified and be corrected by Contractor before the system can be re-tested. The system must pass the testing and be accepted prior to commencement of services and invoicing. As a minimum, Contractor shall include and execute the following in the acceptance test plan:

a. Phase One testing shall demonstrate each facility’s interface/access and verify conductivity and that there is no degradation to the system response.

b. Phase Two testing shall demonstrate the analytical data input, extraction and reporting capability of the VA Unified Environmental Management Services (EMS) Platform.

c. Phase Three testing shall demonstrate end-to-end functionality of the VA Unified Environmental Management Services (EMS) Platform.

DELIVERABLE:

A. System Testing and Acceptance Plan

EMERGENCY OPERATIONS

Contractor shall possess and keep current and test disaster recovery and failover capabilities to mitigate the occurrence of hardware and software failure, power outages, and disruptions that may be caused by natural occurrence (such as hurricanes, tornadoes, earthquakes, etc.). Contractor shall provide remote location system roll over function of the system and backup of all software and data.

HELP DESK SUPPORT

a. Government will provide Tier I (Basic) user support affiliated with basic system functions (administrator assignments/accounts, system/site/location hierarchy maintenance, etc.). Contractor shall provide Tier II (Advanced) Help Desk support to government users, of all aspects of the service purchased under this contract.

b. Contractor shall provide Tier 2 Help Desk support via phone, email and/or chat accessible for government users from Monday through Friday between the hours of 8:00 AM Eastern Time and 8:00 PM Eastern Time, excluding federal holidays. Help Desk support shall be available 24/7 during times of National Crisis either man-made or natural to support the Nation Response Framework Plan.

LICENSES

Contractor shall provide Licenses to 10 initial users to access the VA Unified Environmental Management Services (EMS) Platform. This solution shall offer management functionality to streamline, standardize, as well as an innovative approach that helps the EMS team.

SOFTWARE MAPPING

Government will accept only a Commercial Off-The-Shelf (COTS) SaaS Environmental Management Services (EMS) Software system. The system shall be complete and fully operational. Systems requiring development, customization or modifications to make the software operational is not desired and will not be accepted. Contractor’s system must support mapping of the software to a government provided, complex organizational structure that includes varying user access and permissions. The software must be delivered and fully operational at contract award.

Contractor shall include unlimited, non-exclusive software and interface site licenses for all products/services to include license and training for individual facilities defined by the Government.

UPGRADES AND ENHANCEMENTS TO SOFTWARE

Contractor shall update all software and supporting electronic literature and software updates as implemented, limiting the days and times the system is not available for use by scheduling updates during non-working days and hours as feasible.

Within 30 days after release, Contractor shall provide the latest upgrades/version changes/updates, enhancements and corrections to the VA Unified Environmental Management Services (EMS) Platform.

Upgrades/version changes are defined as software improvements to the already existing software. Contractor shall provide updates that are:

a. Initiated by the software publisher to improve functionality of the VA Unified Environmental Management Services (EMS) Platform.

b. To maintain the VA Unified Environmental Management Services (EMS) Platform compliant with new regulatory requirements.

INITIAL USER TRAINING

Prior to the “go-live” date, Contractor shall provide on-site and web-based technical, end-user training on the use and operations of the software in accordance with (IAW) Contractor’s Integrated Master Schedule. Final dates and times for all training at each location shall be agreed upon between Contractor and the POC. Contractor shall provide the POC an electronic list of persons who attended each training event.

a. Initial training.

i. Classroom based training. Contractor shall provide a minimum of one (1) instructor to provide training to users, on-site at each facility. Classes shall each be approximately one (1) day in length or a portion thereof. Breaks shall be scheduled every two (2) hours and a lunch break must be incorporated into the schedule. Total number of users to be trained is determined by how many license is acquired. Government will provide the final number of personnel to be trained to Contractor at time of kick of meeting.

ii. Objectives for user training. The following are minimum topics to be covered during training. Contractor shall provide training sufficient for users to utilize the system in the performance of their jobs. As a minimum, after training users shall be able to demonstrate proficiency in:

a. Assigning access to facility staff.

b. Completion of relevant unit level forms.

c. Entering inspection findings.

d. Generating different reports.

e. Managing unit level spending and budget controls.

f. Initiate project management.

iii. Contractor shall evaluate the proficiency of students by requiring each student to demonstrate standard practical system functions. Students identified as requiring remedial instruction shall be provided one-on-one instruction in areas where a weakness was demonstrated. At Contractor’s option the instruction may be face-to-face, via the web or other method to address the weakness.

iv. Each location will provide a training room with computers capable of accessing the web. To not delay training Contractor shall coordinate with POC to test each training center’s computer’s access to the VA Unified Environmental Management Services (EMS) Platform before class begins.

TRAVEL COST

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to conduct training throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT:

(1) Definitions.

1.

1. (a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

1. (b) Licensor. The term “licensor” shall mean Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. If Contractor is a reseller and not the Licensor, Contractor remains responsible for performance under this order.

1. (c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

1. (d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

1. (e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

1. (f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point.

1. (g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point.

1.

(2) Software License 1.

1. (a) Unless otherwise stated in the Schedule of Supplies/Services, the Statement of Work or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software

1. (b) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the Performance Work Statement/Product Description.

(3) Software Maintenance and Technical Support

1. (a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this contract or order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received Contractor is neither authorized nor permitted to renew any of the previously furnished services.

1. (b) Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by Contractor to its commercial customers so as to cause the software to perform according to its specifications, documentation or demonstrated claims.

1. (c) Any telephone support provided by Contractor shall be at no additional cost.

1. (d) Contractor shall provide all maintenance services in a timely manner in accordance with Contractor’s customary practice or as defined in the Performance Work Statement/Product Description. However, prolonged delay (exceeding 2 business days) in resolving software problems will be noted in the Government’s various past performance records on Contractor (e.g., www.ppirs.gov).

1. (e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

1.

(4) Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and Contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge Contractor for consideration for the time and effort expended in removing the code.

(5) Manuals and Publications.

Upon Government request, Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this contract or order at no cost.

SPECIFIC TASKS AND DELIVERABLES

Contractor shall perform the following:

REPORTING REQUIREMENTS

Contractor shall provide the POC with Deliverable Reports in electronic form in Microsoft Word formats. The report shall include detailed instructions/explanations for each milestone accomplished through and up to project completion. These reports shall reflect information as of the last day of the preceding period.

The Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

Contractor shall monitor performance against deliverables and report any deviations. Contractor shall keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

A. Periodic Progress Report

FUNCTIONAL REQUIREMENTS

The VA Unified Environmental Management Services (EMS) Platform shall:

g. Control EMS operational data.

i. Allow for documenting operations at the business units level.

ii. Track Loads, tonnage, usage, deficiencies, labor, types and costs.

iii. Track projects, tasks, milestones, schedules,

iv. Track employees, staff, contractors, hours, work performed, efficiency, work schedule, time and activity.

v. Track assets, locations, part number, model number, manufacturers, types and asset numbers,

vi. Track costs for labor, utilities, contractors and other expenses

vii. Track budgets and spending

viii. Have the ability to include photos and attachments strategically.

ix. Reports (Local, Regional, National)

1) Capability to configure standard audit reports generated from operational data.

2) Generate user defined ad-hoc reports from operations.

3) Capability to generate Dashboard for Performance Measure.

h. Provide EMS Administration Functions.

i. Provide multiple levels of access to support all organizational levels (administrator, national, regional, local, Chiefs, etc.)

ii. Maintain historical data.

iii. Auto-generate analytics and trending to provide continuous operational overview.

iv. Store electronic forms and unit data from operations.

i. Access EMS operational data

i. Local (VA Medical Center or equivalent)

ii. Notify appropriate users via on-screen alerts when action needed.

iii. Allow facility level (local) to use for internal inspections without higher level (regional or national) approval.

iv. Regional (Veterans Integrated Service Network (VISN) or equivalent)

1) Ability to give users access to appropriate personnel at the regional level.

2) Allow for report generation and viewing.

3) Allow for a standardized data aggregation and flow of data

v. National

1) Ability to give users access to appropriate personnel at the national level.

2) Allow for report generation and viewing.

3) Allow for a standardized data aggregation and flow of data

j. Host and Maintain EMS records, forms, documents in electronic format for all units.

i. Be directly tied to supervisory administrative inspections.

ii. Update and validate operational processes and inputs.

iii. Incorporate government defined reports.

k. Provide configurability

i. Government defined focus areas inspection criteria and data management.

ii. Create custom data forms and inspection checklists or guides

iii. Track multiple types of data management forms and inspections/audits simultaneously.

TECHNOLOGY REQUIREMENTS

The VA Unified Environmental Management Services (EMS) Platform shall:

a. Meet NIST 800-53 Rev.3 requirements for Certification and Accreditation.

b. Hosted using secure Federal Risk and Authorization Management Program approved infrastructure Be a web based application that shall be fully accessible via standard web browsers with no third party software requirements thus maintaining no administrative client setup.

c. Utilize a data security interconnection infrastructure that shall address storage, generating, transmitting, and exchanging data.

d. Interfacing with common leading software platforms and operating systems.

e. Have the ability to run on virtual server hosted on government network

TECHNICAL KICKOFF MEETING

Contractor shall hold a technical kickoff meeting within 10 days after contract award. Contractor shall present, for review and approval by the Government, the fully deployed VA Unified Environmental Management Services (EMS) Platform. Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), Point of Contact (POC), and the VA PM.

PARKING AND SPEED LIMIT

Park only in areas designated by the facility guideline or otherwise directed by Police and Security Service personnel. Contractor shall conform to the speed limit set at each Government facility. Should Contractor personnel receive a citation for parking, speeding or other infraction from VA Security, the offenses will be handled in Federal Court as they are Federal offenses.

INVOICE AND PAYMENT

No advanced payments will be authorized. Contractor shall submit invoices on a monthly basis. The invoice must have at a minimum, the contract number, assigned purchase order, assigned obligation number, date order was placed, date order was shipped, and any additional necessary detailed information to identify service rendered. Payment on invoice may be delayed if invoice(s) are not completed properly.

RATES:

Please submit pricing for a base year with four (4) option years. The pricing shall be all inclusive, to include all Contractor costs, all applicable fees, labor, materials, tools, equipment, licenses, delivery costs and all other services necessary to perform the services as stated herein.

Schedule of Items: Use the Schedule of Items below to submit your quoted prices.

PRICE/COST SCHEDULE

Base Year (2022 – 2023) Items #14, #15 and #16 is for Base Year only*

Option Year #1 (2023- 2024)

Option Year #2 (2024- 2025)

Option Year #3 (2025- 2026)

Option Year #4 (2026- 2027)

B.7 Salient Characteristics (Brand Name or Equal)

ITEM NUMBER

Salient Characteristics

A Unified Environmental Management Services (EMS) Software system that shall:

Be capable of managing all of these business units under one platform, Linen/Laundry; Grounds Maintenance; Sanitation; Waste Management; Bed Turnover; EMS Service Call; Pest Control & Management and Asset Management.

The system must be a Complete off the Shelf (COTS) solution that has been vetted and deployed successfully at multiple locations within the VA.

Further, it shall have the capability to:

a. Control EMS operational data.

i. Allow for documenting operations at the business units level.

ii. Track Loads, tonnage, usage, deficiencies, labor, types and costs.

iii. Track projects, tasks, milestones, schedules,

iv. Track employees, staff, contractors, hours, work performed, efficiency, work schedule, time and activity.

v. Track assets, locations, part number, model number, manufacturers, types and asset numbers,

vi. Track costs for labor, utilities, contractors and other expenses

vii. Track budgets and spending

viii. Have the ability to include photos and attachments strategically.

ix. Reports (Local, Regional, National)

1. Capability to configure standard audit reports generated from operational data.

2. Generate user defined ad-hoc reports from operations.

3. Capability to generate Dashboard for Performance Measure.

b. Provide EMS Administration Functions.

i. Provide multiple levels of access to support all organizational levels (administrator, national, regional, local, Chiefs, etc.)

ii. Maintain historical data.

iii. Auto-generate analytics and trending to provide continuous operational overview.

iv. Store electronic forms and unit data from operations.

c. Access EMS operational data

i. Local (VA Medical Center or equivalent)

ii. Notify appropriate users via on-screen alerts when action needed.

iii. Allow facility level (local) to use for internal inspections without higher level (regional or national) approval.

iv. Regional (Veterans Integrated Service Network (VISN) or equivalent)

1. Ability to give users access to appropriate personnel at the regional level.

2. Allow for report generation and viewing.

3. Allow for a standardized data aggregation and flow of data

v. National

1. Ability to give users access to appropriate personnel at the national level.

2. Allow for report generation and viewing.

3. Allow for a standardized data aggregation and flow of data

d. Host and Maintain EMS records, forms, documents in electronic format for all units.

i. Be directly tied to supervisory administrative inspections.

ii. Update and validate operational processes and inputs.

iii. Incorporate government defined reports.

e. Provide configurability

i. Government defined focus areas inspection criteria and data management.

ii. Create custom data forms and inspection checklists or guides

iii. Track multiple types of data management forms and inspections/audits simultaneously.

TECHNOLOGY REQUIREMENTS

The Environmental Management Services (EMS) Software System shall:

a. Meet NIST 800-53 Rev.3 requirements for Certification and Accreditation.

b. Hosted using secure Federal Risk and Authorization Management Program approved infrastructure Be a web-based application that shall be fully accessible via standard web browsers with no third-party software requirements thus maintaining no administrative client setup.

c. Shall operate on mobile devices (Tablets, phones, laptops) as well as desktops using common interface.

d. Utilize a data security interconnection infrastructure that shall address storage, generating, transmitting, and exchanging data.

e. Interfacing with common leading software platforms and operating systems.

f. If the government choose to, the system shall have the ability to run on virtual server hosted on government network

B.8 Options:

PERFORMANCE PERIOD

The Period of Performance (POP) shall be a Base Year Period of (1) year with the Governments option to extend the contract for four (4) 12-month option periods. Base Year Coverage shall not begin until the “Go Live” date commences. Government may exercise the option for additional licenses for additional modules.

B.9 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract…