36C25524Q0409.pdf

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

36C25524Q0409

Matt Curl matthew.curl@va.gov 913-758-9929 07-02-2024

14:00 CDT

36C255

Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

X 100

X

484210

$34 Million

Net 30

N/A

X

Department of Veterans Affairs

Robert J. Dole VA Medical Center

5500 East Kellogg Avenue

Wichita KS 67218

36C255

Department of Veterans Affairs

Network Contracting Office (NCO) 15

36C255

Financial Services Center http://www.fsc.va.gov/einvoice.asp

Austin TX

877-353-9791 512-460-5429

Perform Moving Services for the Robert J. Dole VAMC in accordance with the Performance Work Statement (PWS).

Email ALL required and completed documents to:

Matt Curl at matthew.curl@va.gov and Robert Bleichner at robert.bleichner@va.gov.

Please submit all questions via email by 06/18/2024 at

12:00pm Central Time.

Responses to questions will be posted as an amendment.

This solicitation is a total Small Business Set-aside.

WD 2015-5341, Rev 25 applies - See Section D for Details.

Carefully review and follow INSTRUCTIONS TO OFFERORS in Clause 52.212-1 Addendum in section E.2 and Evaluation

Addendum to 52.212-2 in section E.6.

X X

X 1

Robert Bleichner

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 RATE TABLE

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

B.5 DELIVERY SCHEDULE

B.6 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.3 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 52.216-18 ORDERING (AUG 2020)

C.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.8 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.11 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) . 37

C.12 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

C.13 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (FEB 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATIONS INCORPORATED BY REFERENCE

D.2 RJDVAMC CAMPUS MAP

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

E.3 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.5 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.6 ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (FEB 2024)

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:

b. GOVERNMENT: Contracting Officer 36C255

Network Contracting Office (NCO) 15

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly, in arrears, upon acceptance of services.

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 Services Center, Austin, TX 78772 http://www.fsc.va.gov/einvoice.asp

5. Block 20 (SF1449) continuation:

- This is a single award IDIQ

- Hours will vary with availability of funding and are estimates only!

- Minimum Guarantee: $10,000.00

- Maximum IDIQ Value: $1,500,000.00

- Ordering dates will be adjusted based on actual start date

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

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT

Facility Moves

General Description of Services

General Contract Description

This is a new contract. This requirement is to establish a contract to provide moving services for various project activations and office moves throughout the Wichita VA Medical Center and between buildings on the Wichita, KS Robert J Dole Veterans Administration Medical Center

(RJDVAMC) campus and the Wichita VA Medical Center community-based outpatient care leased facilities (CBOCs). These requirements are for larger-scale moves that cannot be safely accomplished with in-house staff and equipment and require the services of professional movers. A map of the RJDVAMC campus is provided in section D.2 of this solicitation.

This contract shall encompass multiple moves as required by the RJDVAMC covering both currently planned moves, as well as other moves resulting from planned projects, which require the services of professional movers. For this reason, the RJDVAMC would like to define the contract by the terms of an Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

Description of Move Contractor Services

The selected move contractor shall provide services to include moving of furniture, equipment, and office contents, as well as the breaking down and re-assembly of assorted furnishings. The selected move contractor shall be responsible for using the proper equipment to ensure a safe, efficient, and expeditious move.

Breakdown of Services

1. Provide one supervisor/lead foreman for no more than a half day to attend a RJDVAMC coordination meeting to discuss moves, move surveys, furniture installation request, and other work efforts as required. A day consist of 8 hours of work. Meeting day/time shall be coordinated with RJDVAMC FMS Capital Projects or Interior Design and planning staff. This coordination meeting will typically occur on Tuesday or Friday mornings.

2. Normal working hours shall be 0800 to 1630 on specified days.

3. Contractor shall be expected to complete the following work functions:

a. Transport goods between sites, to include load/off-load.

b. Disassemble and re-assemble existing furniture.

c. Assemble new furniture.

d. Installation of furniture.

e. Repair furniture damaged by moves.

f. Dispose of items, trash, boxes, and general rubbish in the appropriate manner such as disposal at the county landfill, or outside dumpsters on station the day of the scheduled moves before final acceptance from the RJDVAMC is issued.

g. All metal items shall be recycled appropriately on site.

4. The Selected Move Contractor shall bill for their services within 30 days of services being rendered.

Physical Move Services

The selected move contractor shall:

1. Analyze provided room layouts and prepare any needed furniture items for assembly and installation, as required for furniture plans and other components as required for a fully functional space per specific moves requirements. The basis for this analysis will come from planning and coordination meetings.

2. Supply all necessary tools, dollies, lifters, labels, cartons, bins, and other materials that may be required to perform specified moving tasks efficiently, at no extra charge.

3. Ensure that adequate quantities of all necessary materials are always available.

4. Take necessary precautions to avoid damaging walls, floors, woodwork, railing, elevators, and elevator lobbies when performing move activities. Provide protection for all floors (including but not limited to tile, luxury vinyl tile, epoxy flooring, terrazzo, carpeted areas), walls, doors, railings, and protruding corners where movement is focused. Provide full blanket wrapping of all upholstered furniture that is being relocated.

5. Provide personnel and supplies for minor wood, laminate, and metal furniture repairs.

All such repairs which are necessary due to damage caused in the conduct of the move are to be at the selected move contractor’s expense and no charge for labor or materials will be allowed.

6. Maintain insurance that covers damage to property. The contractor will be responsible for all costs associated with damages related to move activities. The contractor may repair or replace damages for minor wood, laminate, and metal furniture repairs. All such repairs shall be at the contractor’s expense and no charge to the government for repair labor or materials will be allowed.

7. In the interest of safety and prevention of damage, the selected move contractor shall ensure that no dollies are loaded more than three (3) cartons high, as well as no cartons shall be loaded in excess of three (3) cartons high on any moving truck or van.

8. Only RJDVAMC FMS Capital Projects or Interior Design and planning staff shall dictate to the selected moving contractor which items are to be retained after movement and/or de-installation with the potential for re-installation of furnishings at the RJDVAMC.

Selected moving contractor shall provide recommendations of these types of items for retention to RJDVAMC FMS Capital Projects or Interior Design and planning staff, and shall coordinate with said staff for any necessary storage plan.

9. Provide at least one supervisor/lead foreman, meeting the qualifications for the respective job title listed in Staffing section below.

Required Equipment and Materials

Proper equipment will include, but is not limited to: enclosed moving truck, closed security carriers for transporting equipment, rubber-wheeled dollies (in good condition and free of grease and dirt), aluminum or magnesium ramps of various sizes, cartons and bins, protective moving blankets and carpet, motorized pallet jacks, and a safe jack.

Materials may include, but are not limited to: packing tape, stretch wrap, moving boxes, storage totes, bubble wrap, packing paper, box cutters/scissors, markers, and cleaning supplies.

The selected move contractor shall provide an allowance of (6) file boxes (letter size) per staff member moved. Contractor must additionally provide enough miscellaneous packing accessories (e.g. packing tape, bubble wrap, 4”x6” labels) to accommodate the securing of the above quantity of file boxes needed. Contractor may propose different but equal or better moving/storage boxes with prior RJDVAMC approval.

Project Staffing

The selected move contractor will be expected to furnish a sufficient staff of supervisory and labor personnel to perform all phases of any work resulting from this document in an orderly, timely, and efficient manner. The selected move contractor at a minimum shall provide two people and all necessary equipment to perform moving duties on specified dates for moves, moves surveys, and furniture installation requests.

The contractor shall ensure that the same supervisor/lead foreman will attend all pre-move surveys, pre-move coordination meetings, and coordinate with the same moving staff provided by the contractor for the physical conduct of moves throughout the duration of the contract in order to provide continuity of information, moves plan, and physical conduct of moves. The specified individuals must be provided in writing to the VA, and these specified individuals shall have no other assignments without the permission of the RJDVAMC. No replacement shall be made without the written approval of the RJDVAMC FMS Capital Projects or Interior Design and planning staff or the COR. The in-writing notification of these individuals shall include the required experience and proof of recommended staff meeting the minimum qualifications as outlined in this statement of work.

Minimum Qualification of Selected Move Contractor’s Staff

Staff Proposed by the Selected Move Contractor for this Project must meet the following mandatory requirements:

1. Laborer – General

a. Minimum six (6) months of commercial and/or biomedical moving experience.

b. Full understanding of conduct policy specified below.

c. Basic understanding of labeling procedures and implementation.

d. Full understanding of Privacy Training policy specified within this document.

e. Full understanding of VAMC badge policy specified within this document.

f. Ability to work as directed.

g. Ability to use levels, screw guns, and other tools required to secure filing cabinets, metal shelving and bookcases, systems and/or other contract furniture de-installation, reinstallation, and basic wall mounting of equipment.

2. Driver

a. Minimum one (1) year of commercial and/or biomedical moving experience.

b. Minimum one (1) year of commercial driving experience.

c. Full understanding of conduct policy specified below.

d. Full understanding of Privacy Training policy specified within this document.

e. Full understanding of RJDVAMC badge policy specified within this document.

f. Ability to work as directed.

g. Complete knowledge of vehicle and equipment operation.

h. Current valid licensing, as required by law.

3. Supervisor

a. Minimum (2) years’ experience as a foreman or supervisor for a commercial moving company.

b. Full understanding of conduct policy specified below.

c. Full understanding of facility protection requirements specified within this document and ability to direct crews in their implementation.

d. Ability to read and understand AutoCAD-generated room layouts in a pdf format, color-coded and number floor plans.

e. Ability to implement labeling procedures.

f. Full understanding of each shift’s assignments and goals.

g. Full understanding of overall project goals and schedule.

h. Demonstrated ability to direct and manage crews.

i. Full understanding of VA Privacy training policy specified within this document.

j. Full understanding of VAMC badge policy specified within this document.

Code of Conduct

The following rules of conduct represent a minimum requirement for all employees, sub-contractors, agents, representatives, and management of the Selected Move Contractor. It is responsibility of the Contractor to ensure that each member of its workforce understands and complies with these rules.

1. Courteous and respectful behavior is always expected. Use of foul or derogatory language will not be allowed.

2. Meals and breaks will be taken at the same time by all movers in a designated break area. At no time will any mover eat or drink except within the designated break area. Use designated trash receptacles for cups and other garbage. Do not leave meal/break containers behind.

3. The use of Wichita VA’s telephone system is forbidden. Exceptions will be made for medical emergencies with the approval of your supervisor and/or a representative of the

RJDVAMC.

4. Use of electronic devices belonging to the RJDVAMC, such as radios or computers, is forbidden.

5. Security personnel are present in each of the buildings. Security has the authority to examine any item being removed from any building at any time.

6. Selected Move Contractor staff will always wear company uniforms while on site. All

Moving Contractors will always wear their issued VA Contractor Badges while working on RJDVAMC sites. ID must be worn in a clearly visible and appropriate manner. All vendor staff will be required to adhere to the RJDVAMC’s sign-in and ID protocols.

7. Keep personal belongings together in the area designated by your supervisor. The

RJDVAMC’s representatives have the right to inspect at will all bags and/or packages brought on or off any VAMC grounds.

8. No alcohol or other illegal substances will be brought to the RJDVAMC or used within its grounds.

9. After October 1st, 2019, smoking is forbidden nationally on any VA property and the

Moving Contractor personnel must comply with this mandate.

VAMC Contractor Badges

The Selected Move Contractor staff is required to have a VA Contractor identification badge issued to each member of the Moving Crew. A VA Contractor Badge Application will be provided to Selected Move Contractor after contract award. Badges are to be always worn while on the premises of the RJDVAMC. Badges will be placed in a visible location, above the waist, clipped to the front of apparel with photo and name clearly visible. Contractor ID badges will be turned into the assigned RJDVAMC representative (COR) when the contract has expired. The

COR will then forward the badges to the RJDVAMC Police Services within (5) working days.

Contractor must ensure that the following Identification Requirements are followed by each staff member applying for a VA Contractor Badge at the Security Station on campus:

1. Must provide (1) photograph ID consisting of either a current Driver’s License, Military

ID, U.S. Passport, or Student ID which includes a Social Security number (will not accept expired IDs).

2. Must provide either an original Social Security card or Birth Certificate (a copy will not be accepted).

If both valid ID requirements are not present at time of badge processing, non-compliant

Contractor staff will not be able to work on the RJDVAMC premises.

The Selected Move contractor will be required to complete the VA Identification and Privacy

Awareness Training (outlined below) at least one (1) day prior to scheduled work at the Wichita

VA.

VA Privacy Awareness Training

The following procedure for obtaining the required VA Privacy Awareness Training is a mandatory requirement for all employees, sub-contractors, agents, representative and management of the Selected Move Contractor. It is the responsibility of the Contractor to ensure that each member of the Moving Crew understands and complies with the training during the VA

Contractor Badge issue process. As all moving crew staff process in with security staff (obtain

Contractor badges), the facility Privacy Officer shall provide the VA Privacy Awareness Training

Literature and a concise education presentation to certify that all Contractor staff is compliant with required Privacy Training. All moving crew staff working at the RJDVAMC must provide signatures with facility Privacy Officer confirming their completion of Privacy Training at time of presentation. Any non-compliant Contractor staff will be escorted from job site.

Identification of Required Performance Standards/Quality Levels

The required performance standards and/or quality levels are included in the Performance

Requirements Summary below. If the contractor meets the required service or performance level, it will be paid the monthly amount agreed on in the contract. Failure to meet the required service or performance level may result in a deduction from the monthly amount.

Performance Requirements Summary

Required Services

(Tasks)

Performance

Standards

Acceptable Quality

Levels

Methods of

Surveillance

Attend planning/coordination meetings

Room layout analysis

Projected move schedule

100% attendance, as coordinated

Site analysis and schedules discussed with

COR/site POC

COR/site POC review

Proper packaging of government-owned furniture

Adequate quantities of moving materials available

No noted damage to equipment or site infrastructure

Excess packing material removed from pickup/delivery site, debris caused by moving process removed

Packed IAW VA staff instruction

VA staff/POC feedback

Periodic on-site inspection

Necessary supplies/tools available to perform move efficiently and safely

Minimal delay in movement once work has begun

+/- 1 hour for moving delays caused by supply/crew non-availability

VA staff/POC feedback

Move conducted in effective and efficient manner

Entire moving crew available, as outlined in PWS

Minimal delay in movement once work has begun

No loss of equipment in-transit

Meet crew requirements listed in PWS

+/- 4 hours, based on agreed-upon schedule

Staffing roster

Schedule review

On-site inspection

Proper installation of moved equipment at new site

Proper re-assembly of furniture/equipment

No noted damage to equipment or site infrastructure

Note damage to on-site feedback

On-site inspection

B.3 RATE TABLE

Ordering Period 1 (August 2024 - August 2025)

Description Estimated Hours/YR

Rate/Hour Total

Supervisor/Lead 200 $ $

Laborer 1000 $ $

Driver 1000 $ $

Enclosed moving vehicle 500 $ $

Description

Estimated Personnel

Moves:

312/YR

Estimated Cost

Packing materials per move 312 $ $

Files size boxes as stated in PWS 1,872 $ $

Total Cost $

Ordering Period 2 (August 2025 - August 2026)

Estimated Hours/YR

Rate/Hour Total

Supervisor/Lead 200 $ $

Laborer 1000 $ $

Driver 1000 $ $

Enclosed moving vehicle 500 $ $

Description

Estimated Personnel

Moves:

312/YR

Cost/Week

Ordering Period 3 (August 2026 - August 2027)

Estimated Hours/YR

Rate/Hour Total

Supervisor/Lead 200 $ $

Laborer 1000 $ $

Driver 1000 $ $

Enclosed moving vehicle 500 $ $

Description

Estimated Personnel

Moves:

312/YR

Ordering Period 4 (August 2027 - August 2028)

Estimated Hours/YR

Rate/Hour Total

Supervisor/Lead 200 $ $

Laborer 1000 $ $

Driver 1000 $ $

Enclosed moving vehicle 500 $ $

Description

Estimated Personnel

Moves:

312/YR

Cost

Ordering Period 5 (August 2028 - August 2029)

Estimated Hours/YR

Rate/Hour Total

Supervisor/Lead 200 $ $

Laborer 1000 $ $

Driver 1000 $ $

Enclosed moving vehicle 500 $ $

Description

Estimated Personnel

Moves:

312/YR

B.4 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/

SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00

Perform moving services for the Wichita RJDVAMC per the Performance Work Statement. Rates are stipulated in the Rate Table.

Contract Period: Base POP Begin: 08-24-2024 POP End: 08-23-2025 PRINCIPAL NAICS CODE: 484210 - Used Household and Office Goods Moving

PRODUCT/SERVICE CODE: V301 -

Transportation/Travel/Relocation - Relocation: Relocation

Performance Work Statement. Rates are stipulated in the Rate Table.

Contract Period: Option 1 POP Begin: 08-24-2025 POP End: 08-23-2026

Performance Work Statement. Rates are stipulated in the Rate Table.

Contract Period: Option 2 POP Begin: 08-24-2026 POP End: 08-23-2027

Performance Work Statement. Rates are stipulated in the Rate Table.

Contract Period: Option 3 POP Begin: 08-24-2027 POP End: 08-23-2028

Performance Work Statement. Rates are stipulated in the Rate

Table.

Contract Period: Option 4 POP Begin: 08-24-2028 POP End: 08-23-2029

GRAND TOTAL _______________

B.5 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 -

SHIP TO: Department of Veterans Affairs Robert J. Dole VA Medical Center 5500 East Kellogg Avenue Wichita, KS 67218 1607

USA

1 As Required

B.6 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

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

VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

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

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

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

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

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

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

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

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

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

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

3. VA INFORMATION CUSTODIAL LANGUAGE

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

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

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

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

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

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

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

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

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

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

"program files" directory and silently install and uninstall.

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

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

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

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

6500.5, Incorporating Security and Privacy in System Development Lifecycle.

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

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

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

g. The contractor/subcontractor agrees to:

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

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

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

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

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

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

SOR.

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

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

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

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

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

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 2 days.

k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 3 days.

l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g.

for the convenience of VA) shall only be granted with approval of the contracting officer and the

VA Assistant Secretary for Office of Information and Technology.

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

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

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

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

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

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

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

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

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

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

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

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

f. VA prohibits the installation and use of personally-owned or contractor/ subcontractor-owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

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

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

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

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

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

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

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

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

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

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

ISO needs to maintain the documentation.

6. SECURITY INCIDENT INVESTIGATION

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

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

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

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

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

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

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

7. LIQUIDATED DAMAGES FOR DATA BREACH

a.