36C25520Q0110-000.docx

Contract Opportunity Sources Sought Notice

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* = Required Field Contract Opportunity Sources Sought Notice John J. Pershing VA Medical Center; Poplar Bluff, MO Floormats Replacement Services 66048 36C25520Q0110 N 812332 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 Khamoy Sysengchanh John J. Pershing VA Medical Center 1500 North Westwood Blvd.

Poplar Bluff, MO 63901

USA

Khamoy.Sysengchanh@va.gov THIS IS NOT A SOLICITATION. This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this Sources Sought Notice is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8 (a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide Floormats Replacement Services for John J. Pershing Veterans Affairs Medical Center, Cape Girardeau Clinic, and Cripple Creek Annex at

John J. Pershing Veterans Affairs Medical Center 1500 North Westwood Blvd.

Poplar Bluff, MO 63901

The North American Industry Classification System Code (NAICS Code) is 812332 (Industrial Launderers), with size standard of $20.5 Million.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought Notice request. This notice shall NOT be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.

Currently, a total set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB) and Veteran Owned Small Business (VOSB) firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act and VAAR 808.002 (Class Deviation), Priorities for use of Department of Veterans Affairs (VA). However, if response by SDVOSB and/or VOSB firms proves inadequate, an alternate Small Business set-aside or full and open solicitation may be published.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management located at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.

Any response to this Sources Sought Notice from interested parties must be received NLT 11:59 pm CST, Monday January 6, 2020 by email to Khamoy Sysengchanh, Khamoy.Sysengchanh@va.gov.

A.1 STATEMENT OF WORK (SOW)

Floormats Replacement Services John J. Pershing VA Medical Center 1500 North Westwood Blvd. Poplar Bluff, MO 63901

A. GENERAL:

Furnish all labor, supervision, materials, and equipment necessary to provide mat rental and cleaning for (Popular Bluff, Cape Girardeau Clinic, Cripple Creek Annex) weekly on a one-for-one exchange basis.

B. WORK HOURS:

1. Normal Work Hours: The service schedule will be developed between the contractor and Contracting Officers Representative (COR) prior to any service being performed. Generally, work will be performed prior to the start of the Medical Centers work day so that trucks and pickups will not interfere with the facility’s functions.

2. National Holidays: The ten holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

C. SPECIFICATIONS:

1. Contractor shall provide contractor owned mats for all entrance ways specified in this contract. The mats shall be of a quality and condition acceptable to the VA. Mats shall be free of stains, tears and holes. Mats with minor tears, open seams, etc. are not acceptable. Mats that do not lay flat pose a safety hazard and will not be accepted for use at this facility. The company name and logo must be clearly labeled on the underside of all mats.

2. Mats shall be heavy traffic, rubber-backed, dirt and moisture trapping pile entrance mats. The color of the mats to be determined by the VA prior to implementation of the contract.

3. Exterior mats should black with wide trap treads.

4. All mats must have appropriate backing for where they will be placed, (i.e. smooth back for tiled areas, gripper back for carpeted areas).

5. Any VA owned mats will be picked up, cleaned, and placed weekly as are the contractor mats on a rotating basis.

6. Contractor is responsible for ensuring that all personnel that will potentially be working on VA Property have completed the attached VHA Privacy Training on an annual basis.

D. QUALITY ASSURANCE: The Government will inspect mats daily; any found deficient in either cleanliness or wear will be requested to be removed immediately.

E. CONTRACTOR PERSONNEL BADGES AND PARKING:

1. The contractor shall provide the COR with a list of contractor employees expected to enter the buildings to pick up mats. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

2. An access badge will be given to the contractor’s employee upon entrance into VA buildings. The contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The contractor’s employees must return the access badge(s) to the COR or designee at the end of each pick up process.

3. The contractor shall be required to comply with all security policies/requirements of (your facility). All security policies/requirements must be met and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract.

4. It is the responsibility of the contractor’s personnel to park in the appropriate designated parking areas. Parking information shall be coordinated with each facility COR.

5. John J. Pershing VAMC does not validate or make reimbursement for parking violations of the contractor’s personnel under any circumstance.

F. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts.

1. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government.

2. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee.

Mat Requirement Listing:

John J. Pershing VA Medical Center - Poplar Bluff MO

1. Provide service, material and labor to provide clean floor mats for the Poplar Bluff VAMC, to include the service company providing new floor mats with the following sizes, colors and as outlined in the schedule below. This includes the replacement of any damaged mats during this service contract. Mats will be delivered and placed at entryways of Buildings 1, 2, 3, 4, 5, 6 and 8. There are 54 mats total. Location is 1500 N. Westwood Blvd. Poplar Bluff, MO 63901.

2. Provide service, material and labor to provide clean floor mats for the Cape Girardeau CBOC, to include the service company providing new floor mats with the following sizes, colors and numbers as outlined in the schedule below. This includes the replacement of any damaged mats during this service contract. Mats will be delivered and placed at the entryways of VA office spaces (8 mats total). Location is 3051 Williams St., Cape Girardeau, MO 63703.

3. Provide service, material and labor to provide clean floor mats for the Cripple Creek, VA offices, to include the service company providing new floor mats with the following sizes, colors and numbers as outlined in the schedule below. This includes the replacement of any damaged mats during this service contract. Mats will be delivered and place at entryways of the Cripple Creek Business Office. (18 mats total.) Placed in the entryways 2959, 2965, and 2971. Location is 2965 Kanell Blvd, Poplar Bluff, MO 63901.

John J. Pershing Cripple Creek VA Offices Cape Girardeau CBOC

VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access or Use to VA Sensitive Information

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use or have access to any VA computer system such as Time and Attendance, PAID, CPRS, VistA Web, VA sensitive information or protected health information (PHI), whether paper or electronic. You will find this training outlines your roles and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear.

If you have direct access to protected health information or access to a VA computer system where there is protected health information such as CPRS, VistA Web, you must take “Privacy and HIPAA Focused Training” (TMS 10203). “VA Privacy and Information Security Awareness and Rules of Behavior” (TMS 10176) is always required in order to use or gain access to a VA computer systems or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov.

What is VA Sensitive Information/Data?

All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions.

What is Protected Health Information?

The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA.

What is an “Incidental” Disclosure?

An incidental disclosure is one where an individual’s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran’s protected health information or VA sensitive information to be disclosed incidentally.

For example:

· You overhear a healthcare provider’s conversation with another provider or patient even when the conversation is taken place appropriately.

· You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility.

· Hearing a Veteran’s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment.

Safeguards You Must Follow To Secure VA Sensitive Information:

· Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

· Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

· Don’t take pictures using a personal camera without the permission from the Medical Center Director.

· Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

· Do not share VA access cards, keys, or codes to enter the facility.

· Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), any VA keys or keypad lock codes to your supervisor or VA police.

· Do not use a VA computer using another VA employee’s access and password.

· Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility.

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

1. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen, or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

1. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

1. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

1. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

1. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS

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