36C25620Q0300-013.pdf

36C25620Q0300

COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS

General Information

Document Type:

Solicitation Number:

Posted Date:

Questions Due Date/Time:

Response Due Date/Time:

Product or Service Code:

Set Aside:

NAICS Code:

Size Standard:

Point of Contact:

Combined Solicitation/Synopsis 36C25620Q0300 February 12, 2020 February 19, 2020 / 9:00am (CST) March 2, 2020 / 10:00am (CST) R602 (Courier and Messenger Services)

SDVOSB

492110 (Couriers and Express Delivery Services) 1,500 employees John Walker - Email: John.Walker15@va.gov

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center (MEDVAMC) 2002 Holcombe Blvd, Bldg. 100 Houston, TX 77030

Description:

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2020-04 (effective 01/15/2020).

The associated North American Industrial Classification System (NAICS) code for this procurement is 492110, with a small business size standard of 1,500 employees.

Contractor is required to be actively registered in the System for Award Management (SAM), Small Business Administration (SBA), and verified in the Vendor Information Pages (VIP) as a Service- Disabled Veteran Owned Small Business (SDVOSB). Quotes may be considered non-compliant and rejected if the Contracting Officer is unable to verify active registration status.

The MEDVAMC is seeking a contractor to provide Courier Services in accordance with the below Statement of Work (SOW). All interested companies shall provide quotations for the following:

mailto:John.Walker15@va.gov

1. SCOPE

1.1 The Contractor shall furnish all labor, transportation, licenses, certifications, management, personnel, supplies, fuel, supervision and equipment required for pickup and delivery of items between the Michael E. DeBakey VA Medical Center (MEDVAMC) and each of the 9 (nine) Community-Based Outpatient Clinics (CBOC) identified in paragraph 1.2 below.

Services shall consist of picking up items from the MEDVAMC and delivering to the respective CBOC location. Additionally, the contractor shall pick-up items from each of the CBOC locations and deliver back to the MEDVAMC.

1.2 Place of Performance:

Michael E. DeBakey VA Medical Center (MEDVAMC) 2002 Holcombe Boulevard Houston, TX 77030

CBOC Locations:

Facility Address County

Beaumont 3420 Veteran Circle, Beaumont, TX 77707 Jefferson Charles Wilson

2206 N. John Redditt Dr., Lufkin, TX 75904 Angelina

Conroe 690 S. Loop 336 West (3rd & 4th floor) Conroe, TX 77304 Montgomery Galveston 3828 Avenue N, Galveston, TX 77550 Galveston Katy 750 Westgreen Boulevard (2nd & 3rd floor) Katy, TX 77450 Fort Bend Lake Jackson 208 S. Oak Drive, Suite 700, Lake Jackson, TX 77566 Brazoria Richmond 22001 SW Freeway, Suite 200 (2nd floor) , Richmond, TX

77469 Fort Bend

Texas City 9300 Emmett F. Lowry Expressway, Suite 206, Texas City, TX 77591

Galveston

Tomball 1200 W. Main Street, Tomball, TX 77375 Harris

1.2 Period of Performance: The government estimates awarding a Base Year plus 4 (four) 1 (one) year option periods (to be exercised at the government’s discretion) as follows:

• Base Year: April 1, 2020 – March 31, 2021

• Option Year 1: April 1, 2021 – March 31, 2022

• Option Year 2: April 1, 2022 – March 31, 2023

• Option Year 3: April 1, 2023 – March 31, 2024

• Option Year 4: April 1, 2024 – March 31, 2025

2 OPERATIONAL COVERAGE:

2.1 The CBOCs will be open Monday through Friday, from 8:00am to 4:30pm (excluding

Federal Holidays).

2.2 Federal Holidays observed by the 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 and Christmas; along with any other day specifically declared by the President of the United States to be a national holiday.

Note: If a holiday falls on a Saturday, it shall be observed on Friday. If a holiday falls on a Sunday, it shall be observed on Nonday. The CBOCs will not be open on these holidays.

3 GENERAL REQUIREMENTS:

3.1 The Contractor shall pickup laboratory specimens that have been prepared and are ready for transport (i.e., blood, urine, tissue, pap smears, etc.) and non-specimen items (i.e., administrative paperwork, small packages, mail, x-ray films, medications and supplies in boxes [less than 50 lbs.], etc.) at designated areas within each CBOC and deliver to various areas within the MEDVAMC. Those areas identified within the MEDVAMC are as follows:

• Basement: Mail Room (BB-211), Warehouse, SPD and Laundry (linens)

• 2nd Floor: Pharmacy

• 3rd Floor: Laboratory

The courier shall also drop off items if directed by VA employees, to other areas within the MEDVAMC. Additionally, the courier driver shall pickup items from each respective area and deliver to the applicable CBOC assigned. These areas may have items to go back to the clinics, such as supplies in the Warehouse that are in boxes weighing less than 50 pounds, medications (Pharmacy), lines (Laundry), mail, etc. The courier shall have a vehicle which has a minimum of standing 64 cubic feet (4ft x 4ft x 4ft) of storage space so that if there are a number of boxes of supplies being shipped from the MEDVAMC to the CBOC, the courier can handle the shipment. The courier shall actively go to high-frequency MEDVAMC areas daily to ensure items are not backed up awaiting delivery.

3.2 The Contractor shall ensure careful handling of the specimens in accordance with established guidelines from the College of American Pathologists (CAP), The Joint Commission, and/or guidelines established by VA Laboratory Service or any other accreditation organization.

3.3 Items picked up by the contractor for transport will be placed in sealed packaging with instructions on where the item(s) are to be delivered. If the package is not sealed and does not have the required location where the item is to be delivered the contractor should refuse to accept the package for transport. All lab specimens will be placed into lockable transportable coolers. The Contractor is not permitted to open any packages, mail, boxes, coolers, and etc. The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provision of the Federal Privacy Act of 1974 (Public law 93-579), HIPAA (Public law 104-191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-255), as well as other statues regarding confidentiality of patient information during and after the execution of this contract. Because of the confidential medical record information that may be inadvertently accessible and/or visible to contractor employees during performance of their daily duties, the contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request.

4 COURIER REQUIREMENTS:

4.1 All CBOC locations shall have a twice a day pickup and delivery from and to the MEDVAMC. There shall be 1 (one) morning and 1 (one) afternoon pickup for each CBOC.

Couriers shall be assigned as follows:

• 1 (one) assigned Courier Driver for Galveston and Texas City CBOCs

• 1 (one) assigned Courier Driver for Lake Jackson and Richmond CBOCs

• 1 (one) assigned Courier Driver for Katy and Tomball CBOCs

• 1 (one) assigned Courier Driver for Beaumont and Lufkin CBOCs

• 1 (one) assigned Courier Driver for Conroe CBOC

The Contractor shall provide the COR with the number of drivers and a schedule of pickup and delivery times prior to performance. All pickups and deliveries shall occur during the normal operation hours of 8:00am – 4:30pm.

1st Trip 8:00am-9:00am: All courier drivers will begin at MEDVAMC to pick up supplies/items (warehouse and other areas) and deliver to intended CBOC location. While at the applicable CBOC, the courier driver shall pick up lab specimens (and miscellaneous items) and deliver them back to the MEDVAMC.

2nd Trip 12:00pm-1:00pm: Courier drivers return to MEDVAMC to drop off lab specimens (and miscellaneous items), and then pick up additional supplies/items (warehouse and other areas) to deliver back to the CBOCs. Drivers will then pick up lab specimens from CBOCs (and miscellaneous items) to deliver back to the MEDVAMC.

4.2 Vendor vehicles and storage areas used in the performance of this requirement shall be licensed and meet the minimum requirements as mandated by the state of Texas. Vendor vehicles shall have at minimum of 64 cubic feet (4ft x 4ft x 4ft) of standing storage space so that if there are a number of boxes of supplies being shipped from MEDVAMC to the CBOC, the Courier can handle the shipment. It is expected the vendor actively go to the high frequency MEDVAMC areas daily to assure items are not backed up or causes concern for the clinic.

Each vehicle used in the performance of this requirement shall be adequately stocked with at least one current/up-to-date complete “Spill Kit” for a bio-hazard clean-up in case of leakage or accidental discharge from container. Vendor vehicles shall be maintained in a sanitary clean condition, absent of foreign debris and contaminants. All vehicles shall be in good working condition with all doors and trunks able to fully close and lock. Unattended vehicles with VA contents shall always be locked.

The following types of vehicles are prohibited from use under the requirement:

• Bicycles and/or Motorcycles

• Vehicles without a secure cargo area, such as convertibles

• Pickup trucks without fully enclosed and lockable bed cover, unless cargo is secured in the driver’s cab.

• Vehicles that do cannot accommodate minimum of 64 cubic feet (4ft x 4ft x 4ft) of standing storage space.

a. Vendor Drivers/Personnel: Vendor drivers shall maintain a valid driver’s license for the type of vehicle operated as required by the state of Texas.

b. The Vendor shall be licensed by the state and/or local health authority in those localities where licenses are required.

c. Vendor personnel, while performing the services of this requirement, shall conduct themselves in a professional business-like manner.

d. Vendor personnel shall be dressed at minimum business-casual to provide a professional appearance.

e. The vendor’s drivers shall observe and abide by all signage, speed limits, pedestrian right-of-way, emergency vehicle right-of-way, and designated roadways.

f. Under no circumstances shall any animal or person other than the driver ride in the vehicle or handle items being transported.

5 CONTRACTOR REQUIREMENTS:

5.1 Qualifications: The contractor must be regularly established in the business called for and be financially responsible and have the necessary equipment and personnel to furnish the service in this contract. The contractor shall meet all requirements of Federal, State and City code regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel, as a minimum:

workers compensation, income tax withholding, and social security payments. The parties agree that contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor. Contractor must possess at least the minimum amount of liability insurance for operation of courier services within the State of Texas.

5.2 Training: The contractor's personnel shall be trained in appropriate safety packaging procedures suitable to specimen type and distance transported. This should include issues such as adherence to regulations for transport of bio-hazards, use of rigid containers where appropriate, temperature control notification procedures in case of accident or spills, etc. The contractor shall provide the CO with written documentation that issues related to transport of bio-hazardous materials have been addressed and keep a copy of the written documentation at contractor's site. The Contractor shall ensure that all employees complete the mandatory training required to provide this courier service. The contractor shall provide evidence of said training to the CO and COR that the courier driver has received the training.

5.3 Safety: The Contractor shall perform all operations in a prudent, conscientious, safe, and professional manner. At a minimum, contractor personnel and equipment shall comply with all safety requirements set forth in applicable state, Federal, and local laws and regulations and shall ensure that its agents and employees perform the work in a safe manner. Prior to commencement of contract performance, Contractor shall provide references and record of required training.

5.4 Confidentiality of Information: The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality.

The Contractor shall comply with the provision of the Federal Privacy Act of 1974 (Public law 93-579), HIPAA (Public law 104-191), and the Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1972 (Public Law 93-255), as well as other statues regarding confidentiality of patient information during and after the execution of this contract. Because of the confidential medical record information that may be accessible and/or visible to contractor employees during performance of their daily duties, the contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. Upon request, the contractor shall provide a copy of this certification to the CO and/or COR.

5.5 HIPAA Compliance: The Contractor shall be required to be in/maintain compliance with the Health Insurance Portability and Accountability act of 1996.

5.6 Drivers/Attendants: The Contractor shall maintain a record of each employee as to character and physical capabilities of performing the duties of a courier. This record shall be made available for inspection upon request. All drivers shall have attained legal age (the age of 18 years) and shall maintain a neat, clean, and professional appearance. If applicable, Drivers shall be licensed in accordance with the State of Texas, to include any special licensure required for transporting these items. Drivers shall not make non-emergent stops, for any reason, during the transport of items under this contract.

5.7 Contractor Personnel: Contractor is completely responsible for all actions of its employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises

6 ADDITIONAL REQUIREMENTS:

6.1 Save Harmless and Indemnity Agreement: The Contractor shall save harmless and indemnify the VA with respect to any and all liability, claims, costs of what so ever kind and nature for injury to or death of any person or persons and for loss or damage to any property of the VA or of others occurring in connection with or in any way incident to or arising out of the occupancy, use, service operation or performance of work in connection with this contract resulting in whole or in part from the negligent or non-negligent acts or omissions of the contractor, any subcontractor or any employee, agent or representative of the contractor or of any subcontractor.

6.2 Required Insurance: During the entire period of performance under this contract the contractor shall procure and maintain not less than the following minimum insurance and shall provide proof of insurance prior to commencing contract performance:

6.2.1 Workmen’s Compensation – in the amounts to satisfy applicable State law.

• Employer’s Liability – Minimum of $100,000 per occurrence

• Comprehensive General Liability – Minimum limits of $1,000,000 per occurrence for bodily injury or death but a limit of $2,000,000 total; and $1,000,000 per occurrence for damage to property of a third person (s)

• Comprehensive Automobile Liability – Minimum limits of $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage; higher minimum limits if required by applicable state laws

Prior to the commencement of work the contractor shall furnish to the CO, a certificate or written statement of all required insurance. The policies evidencing required insurance shall contain an endorsement that cancellation or any material change in the policies adversely affecting the interests of the VA shall not be effective for a period prescribed by the laws of the state in which the contract is performed and in no event less than thirty (30) days after written notice to the CO.

The contractor agrees to insert the substance of this clause in all sub-contracts hereunder.

6.3 Bonding: The contractor shall be a bondable courier company. This will give the assurance that should a package get lost or stolen, its replacement cost is covered. The Contractor shall provide the CO with evidence of Bonding.

7 ADMINISTRATIVE MATTERS:

7.1 Continuity of Service: A thirty (30) day Phase-in/Phase-Out period, effective on the Contract commencement date is required to facilitate a potential change in contractors upon expiration of the current contract and to ensure continuity for service. When there is a change in contractor, it shall be the responsibility of the new contractor to ensure the transition is accomplished without delays in scheduling waste services.

7.2 Changes to Contract or SOW: Changes to this SOW or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

7.3 Payment: The contractor shall submit requests for payment electronically to the VA’s Tungsten Network. Invoices shall be paid monthly in arrears for all authorized work performed upon receipt of a properly prepared invoice submitted to:

https://www.fsc.va.gov/einvoice.asp.

Invoices shall include the following:

• Name and address of the contractor

• Invoice date and number;

• Contract number, purchase order number, contract line item number and, if applicable, the order number;

• Detailed description of quantity, unit of measure, unit price and extended price of the items delivered;

• Dates of pickup

• Terms of any discount for prompt payment offered;

• Name and address of official to whom payment is to be sent;

• Name, title, and phone number of people to notify in event of defective invoice; and

NOTE: Non-performance or late performance may result in delayed, reduced, or even non-payment under this contract.

8 VA Directive 6500.6 - Contract Security (Appendix C)

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.

8.1. 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.

https://www.fsc.va.gov/einvoice.asp

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.

8.2. 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 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 COTR.

8.3. 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 COTR 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.

8.4. LIQUIDATED DAMAGES FOR DATA BREACH

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

b) The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

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

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

(2) Description of the event, including:

(a) date of occurrence;

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

(3) Number of individuals affected or potentially affected;

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

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

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

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);

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

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

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

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

d) Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;

(3) Data breach analysis;

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

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

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

8.5. TRAINING:

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

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

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

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

(4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

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

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

(End of Statement of Work)

SECTION A

A.1 APPLICABLE PROVISIONS AND CLAUSES

The provision at 52.212-1 Instructions to Offerors – Commercial Items (Oct 2018), applies to this acquisition.

The provision at 52.212-2 Evaluation – Commercial Items (Oct 2014) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items (Dec 2019).

• Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications-Commercial Items”. If paragraph (j) of the provision is applicable, a written submission is required.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018), applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items (Jan 2020), applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

All quoters shall submit the following:

• Completed Price/Cost Schedule

• Signed Amendments (if any)

• Proof of Required Insurance documentation per paragraph 6.2 & 6.3 of the SOW

• Employees proof of training qualification/certifications per paragraph 5.2 of the SOW

• Completed Attachment 1: Past Performance Questionnaire (to be submitted by references)

• Completed Attachment 2: Corporate Experience Form

• Completed Attachment 3: Quality Assurance Surveillance Plan (QASP)

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

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

OR

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

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

https://www.sam.gov/portal

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: Name: ___________________________________________

Address: _________________________________________

POC: ____________________________________________

Email: ___________________________________________

Phone#: __________________________________________

DUNS#: _________________________________________

Tax ID#: _________________________________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Michael E. DeBakey VA Medical Center 2002 Holcombe BLVD Houston TX 77030 4298

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,

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [X] Monthly (in arrears)

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

Department of Veterans Affairs Financial Service Center

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVIC

ES

QUANTIT

Y

UNI

T UNIT PRICE AMOUNT

512.00 EA ________________ ________________

Courier Services - Pickup and delivery of items between the

MEDVAMC and Beaumont CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base POP Begin: 04-01-2020 POP End: 03-31-2021

MEDVAMC and Lufkin CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Richmond CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Tomball CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Lake Jackson CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base POP Begin: 04-01-2020

MEDVAMC and Conroe CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Texas City CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Galveston CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

MEDVAMC and Katy CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Base

0010 Courier Services 1.00 YR ________________ ________________ Base Year Total

Contract Period: Base

MEDVAMC and Beaumont CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1 POP Begin: 04-01-2021 POP End: 03-31-2022

MEDVAMC and Lufkin CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1 POP Begin: 04-01-2021

MEDVAMC and Richmond CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

MEDVAMC and Tomball CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

MEDVAMC and Lake Jackson CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

MEDVAMC and Conroe CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

POP Begin: 04-01-2021

MEDVAMC and Texas City CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

MEDVAMC and Galveston CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

MEDVAMC and Katy CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 1

1010 Courier Services 1.00 YR ________________ ________________ Option Period 1 Total

Contract Period: Option 1

MEDVAMC and Beaumont CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2 POP Begin: 04-01-2022 POP End: 03-31-2023

MEDVAMC and Lufkin CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

Contract Period: Option 2 POP Begin: 04-01-2022

MEDVAMC and Richmond CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Tomball CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Lake Jackson CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Conroe CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Texas City CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Galveston CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

MEDVAMC and Katy CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 2

2010 Courier Services 1.00 YR ________________ ________________ Option Period 2 Total

Contract Period: Option 2

MEDVAMC and Beaumont CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3 POP Begin: 04-01-2023 POP End: 03-31-2024

MEDVAMC and Lufkin CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Richmond CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

Contract Period: Option 3

POP Begin: 04-01-2023

MEDVAMC and Tomball CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Lake Jackson CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Conroe CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Texas City CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Galveston CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

MEDVAMC and Katy CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 3

3010 Courier Services 1.00 YR ________________ ________________ Option Period 3 Total

Contract Period: Option 3

MEDVAMC and Beaumont CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4 POP Begin: 04-01-2024 POP End: 03-31-2025

MEDVAMC and Lufkin CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Richmond CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Tomball CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

Contract Period: Option 4

POP Begin: 04-01-2024

MEDVAMC and Lake Jackson CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Conroe CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Texas City CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Galveston CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip: Between 12:00pm - 1:00pm Contract Period: Option 4

MEDVAMC and Katy CBOC in accordance with the Statement of Work (SOW).

2x per day pickup and delivery

- 1st Trip: Between 8:00am - 9:00am

- 2nd Trip:…