36C25620Q0528-001.pdf

36C25620Q0528

SECTION A – COMBINED SYNOPSIS/SOLICITATION FOR

COMMERCIAL ITEMS

General Information

Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25620Q0528 Posted Date: April 29, 2020 Questions Due Date/Time: May 5, 2020 / 10:00am (CST) Response Due Date/Time: May 12, 2020 / 10:00am (CST) Product or Service Code: H999 – Miscellaneous Testing & Inspection Services Set Aside: Small Business NAICS Code: 541380 – Testing Laboratories Size Standard: $16.5M Point of Contact: John L. Walker, Jr.- Email: John.Walker15@va.gov

Contracting Office Address

Department of Veterans Affairs Network Contracting Office 16 ATTN: John L. Walker, Jr., Contract Specialist 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) 2020-05 (effective 03/30/2020).

The associated North American Industrial Classification System (NAICS) code for this procurement is 541380, with a small business size standard of $16.5 million.

Contractor is required to be actively registered in the System for Award Management (SAM) and Small Business Administration (SBA). Quotes will be considered non-compliant and rejected if the Contracting Officer is unable to verify active registration status.

The MEDVAMC is seeking a contractor to furnish all labor, materials, parts, equipment, tools, transportation, travel, licensed/certified personnel, management, and supervision required to perform annual inspection and certification of the MEDVAMC’s Biological Safety Cabinets (BSC), Chemical Fume Hoods (CFH), Grossing Stations, and Canopy Hoods. The contractor mailto:John.Walker15@va.gov shall also perform Alarm Recalibration on all certified equipment. All equipment identified in Attachment 1, Equipment Inventory List shall be covered, and services performed in accordance with the Performance Work Statement (PWS).

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:

Company Name: ____________________________________________________ POC Name: ________________________________________________________ Address: __________________________________________________________ Phone: ____________________________________________________________ Email: ____________________________________________________________

DUNS#: __________________________________________________________

Tax ID#: __________________________________________________________ GSA/FSS, NAC, SEWP Contract # (if applicable): _________________________

b. GOVERNMENT: John Walker, Contract Specialist 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. Monthly, within 30 days of conclusion 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.

a. Include Purchase Order (PO) number on all invoices.

b. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods.

c. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

5. Offeror shall complete the following located in Sections B, D, and E of this solicitation:

a. Section B – B.1 CONTRACT ADMINISTRATION DATA: Paragraph 1(a)

b. Section B – B.2 PRICE/COST SCHEDULE: Unit price, amount and grand total

c. Section D – Attachment 2 (QASP) and Attachment 5 (Relevant Experience Form) http://www.tungsten-network.com/US/en/veterans-affairs/

d. Section E – 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS:

• Paragraph (c) Offerors shall complete, if not already completed through SAM

• Paragraph (q) Representation by Corporations Regarding Delinquent Tax Liability or a

Felony Conviction under any Federal Law, if not already completed through SAM

e. Offeror shall submit certificates/certification and proof of capability to meet PWS requirements:

• National Sanitation Foundation (NSF) certification

• Resume’s for testing personnel demonstrating the minimum five (5) years of experience

• 30-Hour OSHA Construction Safety Training for Supervisors

• 10-Hour OSHA Construction Safety Training for Workers

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

AMENDMENT NO DATE

(End of Contract Administration Data)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT

47.00 EA ______________ ________________

Chemical Fume Hoods (CFH)

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Base POP Begin: 06-01-2020 POP End: 05-31-2021

12.00 EA ______________ ________________

-- Clinical Areas See Attachment 1, Equipment Inventory List) Contract Period: Base

36.00 EA ______________ ________________

Biological Safety Cabinets (BSC)

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Base

14.00 EA ______________ ________________

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Base

4.00 EA ______________ ________________

Grossing Stations

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Base

Canopy Hoods

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Base

1.00 YR ______________

BASE PERIOD TOTAL

Contract Period: Base

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 1

POP Begin: 06-01-2021 POP End: 05-31-2022

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 1 POP Begin: 06-01-2021

36.00 EA ______________

Biological Safety Cabinets (BSC) -- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 1

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 1

4.00 EA ______________

Grossing Stations -- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 1

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 1

1.00 YR ______________ ________________

OPTION YEAR 1 TOTAL

Contract Period: Option 1

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 2 POP Begin: 06-01-2022 POP End: 05-31-2023

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 2

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 2

14.00 EA ______________

Biological Safety Cabinets (BSC) -- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 2

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 2

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 2

OPTION YEAR 2 TOTAL

Contract Period: Option 2

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 3 POP Begin: 06-01-2023 POP End: 05-31-2024

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 3

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 3

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 3

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 3

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 3

OPTION YEAR 3 TOTAL

Contract Period: Option 3

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 4 POP Begin: 06-01-2024 POP End: 05-31-2025

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 4

-- Research Lab (See Attachment 1, Equipment Inventory List) Contract Period: Option 4

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 4

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 4

POP Begin: 06-01-2024

-- Clinical Areas (See Attachment 1, Equipment Inventory List) Contract Period: Option 4

1.00 YR ______________ __________________

OPTION YEAR 4 TOTAL

Contract Period: Option 4

GRAND TOTAL ________________

i. Prior to exercising any option, the Contracting Officer shall ensure it is still in the governments best interest to do so, price and other factors considered.

ii. Any extension, in accordance with FAR 52.217-8, shall utilize Option 4 pricing. Thus, the offeror’s total price for the purpose of evaluation shall include the base period, 1st option, 2nd option, 3rd option, 4th option, and ½ of the 4th option. As indicated in FAR 52.217-8, the government will have the option provision to extend the performance of the contract up to an additional 6 months when the contractor is provided written notice. Thus, providing separate price for the option six-month extension period is not required.

B.3 PERFORMANCE WORK STATEMENT (PWS)

1. Scope:

1.1. The Contractor shall furnish all labor, materials, parts, equipment, tools, transportation, travel, licensed/certified personnel, management, and supervision required to perform annual inspection and certification of the Michael E. DeBakey VA Medical Center’s (MEDVAMC) Biological Safety Cabinets (BSC), Chemical Fume Hoods (CFH), Grossing Stations, and Canopy Hoods.

The contractor shall also perform Alarm Recalibration on all certified equipment. All equipment identified in Attachment 1, Equipment Inventory List shall be covered, and services performed in accordance with this Performance Work Statement (PWS).

1.2. Place of Performance:

Michael E. DeBakey VA Medical Center (MEDVAMC) Buildings 100, 109 and 110 2002 Holcombe Boulevard Houston, TX 77030

1.3. 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.

2. Operational Coverage:

2.1. Normal hours of operation are Monday through Friday, from 8:00am to 4:30pm (excluding

Federal Holidays). All service/repairs shall be performed during normal hours of operation, unless requested and approved by the COR or CO.

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. In addition to these days, the Government observes the following: any day designated by Federal Statute, Executive Order, or Presidential Proclamation to be a national holiday.

2.3. It is understood and agreed between the Government and the Contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor's personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than their normal compensation for the time worked.

3. Maintenance and Parts Rider:

3.1. This contact shall include a $5,000.00 annual maintenance and parts rider to provide for normal hours, after hours, or emergency repairs of the BSCs CFHs, grossing stations and canopy hood deficiencies discovered during execution of this contract.

• All repair work must be pre-approved by the COR or the CO.

• This parts rider is not to be an assumed line item to the awardees contract.

• Response shall be within 24 hours of work request of impacted equipment

3.2. Parts: The Contractor shall furnish and replace parts to meet SOW requirements. The Contractor shall provide new or factory reconditioned OEM parts and components when providing maintenance and repair services as described herein. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that of existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications and used in accordance with original design and manufacturer intent. The contract shall include all parts [except -if applicable - those parts specifically listed as being EXCLUDED]. Rebuilt parts, used parts or those removed from other equipment, shall not be installed without specific approval by the CO or the COR. (The Contractor shall also list any excluded parts under the service contract).

Gray Market Prevention:

(1) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for a services contract for maintenance of medical equipment (i.e. replacement parts) for the MEDVAMC. No remanufactures or gray market items will be acceptable.

(2) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed service contract for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(3) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discover of such items.

4. General Requirements:

4.1. Annual Inspection and Certification: The Contractor shall test BSCs with Ultraviolet lamps, with a UV meter; and replace as necessary or requested by the COR/gov’t point of contact. For annual requirements, no more than twelve (12) months shall lapse between certification/testing visits.

The contractor shall ensure all environmental testing includes pressure monitoring, viable and non-viable particle counts (bacterial and fungal for the viable), surface sampling, temperature, humidity, and High Efficiency Particulate Air (HEPA) filter testing. Surface and Air sampling of hoods, both bacterial and fungal are required. Sampling of equipment and staff shall be coordinated with the COR. Final testing reports shall be separated out by clinical or research designation with room numbers and building locations.

All BSCs shall be tested to the following regulatory standards: NSF 49 (BSCs), National Sanitation Foundation/American National standards Institute (NSF/ANSI) Standard 49-2009, Annex F. These standards cover field certification of (laminar flow) Class II Biological Safety Cabinets.

The Contractor shall place Certification documents inside of a plastic sleeve and tape to each hood after passing certification. Markers shall be placed on each hood to indicate the sash level at which each hood provides proper protection and dated stickers showing current certification placed on each hood.

4.2. NSF 49 Field Testing Requirements for Biological Safety Cabinets: The contractor shall certify all Class II biosafety cabinets to NSF/ANSI 49, Annex F specifications. Equipment used to certify biological safety cabinets shall have National Institute of Standards and Technology (NIST) traceable or comparable calibration certification. Any unit that fails to meet NSF 49 specifications shall be clearly marked with a sign that will notify technicians that the unit is out of order until further notice. The contractor shall notify both the primary and alternate COR, in writing, within 7 (seven) days of why the unit (s) failed; and provide recommended corrective action.

The contractor shall perform a proper HEPA filter leak test of the room air supply HEPA filters.

HEPA filter in the pass thru’s shall be checked every 6 months, or whenever the cleanroom HEPAs are checked. The Contractor shall use an aerosol photometer with linear or expanded logarithmic scale. The instrument shall be capable of indicating 100% upstream concentration with a minimum aerosol concentration of 10µg/L of polyalphaolefin (PAO) particles, or an equivalent fluid that provides the same particle size distribution. It shall also be capable of detecting an aerosol concentration in the downstream equal to 10-5 of the upstream concentration of the same particles.

The sampling rate of air shall be 1 ft3/min. Probe area shall have a maximum open area of 1.7 in2 and a minimum dimension of 0.50 in. An aerosol generator of the Laskin Nozzle type shall be used to create an aerosol by flowing air through liquid DOP or equivalent substitute. When a Laskin Nozzle generator is used, the compressed air supplied to the generator should be adjusted to a minimum of 20 psi. The contractor shall calculate the upstream concentration and locate a point to introduce aerosol that allows for adequate mixing.

4.3. Fume Hood Testing and Certification: The contractor shall test and certify each fume hood to manufacturer’s specifications. Tests shall include face velocity test, airflow smoke pattern test and low flow alarm test. In the event that the fume hood has an air flow monitor or controller the contractor shall confirm the unit is calibrated. If it is not calibrated appropriately the contractor shall calibrate the Atomic Force Microscopy (AFM) or Automatic Fraction Collector (AFC). The contractor shall use a NIST traceable or comparable calibrated piece of equipment to calculate the face velocity. The contractor shall report each individual face velocity reading and the average of those readings, pass/fail grade for the airflow smoke pattern test and low flow alarm test. Any failures shall be reported directly to the COR. Retesting of failed equipment is required after necessary repairs have been completed.

The Contractor shall include with their technical quote, detailed information of the cost of service for repairs to the Biological Safety Cabinets (BSC) and Chemical Fume Hoods (CFH) if this work is warranted at any period during the contract. The repairs include but are not limited to replacement HEPA filters, decontamination processes, alarm calibration, switches, exhaust fans, belt replacements, air flow adjustments, variable speed drive installation, monometers, and motors/blowers and addressing illumination and vibration issues. The Contractor shall submit a detailed report including costs of certifications and repairs in the quote for services. The Contractor shall furnish all labor, materials, services, equipment, insurance, and perform work to remove and properly dispose of filters and other debris created as work progresses. The government shall not be obligated to provide any equipment, tools, parts, materials and storage facilities to assist the contractor in performing work under this contract.

5. Requirements:

5.1. The Contractor shall perform an inspection and certification of the BSCs, CFHs, grossing stations and canopy hoods to determine the extent of the work involved for the annual or semi-annual certifications and notify the COR if service work is required. A parts and labor rider is included in this requirement when repairs are necessary to prevent work stoppage. The Contractor shall recertify equipment after the completion of all maintenance and repairs, inclusive of decontamination as necessary.

5.2. Chemical Fume Hoods and Biological Safety Cabinets shall have a certification sticker applied directly to the equipment in addition to the 8.5 x 11” PDF performance certificate. Certification reports shall include the building number and room number of the equipment tested. The Contractor shall document each piece of equipment tested with a separate report. The Contractor shall attach certification reports to the unit as soon as the unit has passed inspection.

Additionally, the Contractor shall submit electronic copies of completed reports to the COR.

6. Contractor Qualifications:

• The contractor shall utilize its own laboratory for growth and testing micro-bacterial samples.

The laboratory shall perform batch sampling of all shipments of growing media plates; to confirm that the plates are sterile from the manufacturer.

• The contractor’s Fume Hood/Biological Safety Cabinet testing personnel shall possess current certifications demonstrating knowledge on NSF/ANSI-49. The Contactor shall provide evidence of all necessary certifications and training required to comprehensively perform the services in this PWS.

• The Prime Contractor, and its Testing personnel must have a minimum of five (5) years of experience, inclusive of work conducted at a medical facility on the equipment specifically listed.

• The contractor must provide at least three (3) references and evidence of performing work as the Prime Contractor of a similar scope to the specific equipment described within the last calendar year for all key personnel involved in servicing VA equipment listed in Attachment 1.

• The contractor must maintain test results and reports for at least 12 months for the government to access and download as necessary.

7. Contractor Responsibilities:

• The Contractor shall perform work in compliance with applicable Local, State, and Federal guidelines and regulations.

• The Contractor shall maintain proper containment and disposal of debris generated under this contract at the jobsite and during transportation of contaminated materials to an approved disposal site. Disposal documents shall be included in the final report.

• The Contractor shall be required to move or work around existing furniture, fixtures, and finishes during performance of this contract.

• The Contractor shall not allow his/her employees to open desk drawers, cabinets, or to use office equipment, including the use of the non-pay telephones for any purpose other than a local emergency call.

8. Property Damage: The Contractor shall take all precautions to avoid damage to MEDVAMC property or equipment. Any damage to MEDVAMC property or equipment by the Contractor shall be repaired by the Contractor to its original state or better condition at no additional expense to the government. Working Conditions: Buildings 100, 109 and 110 will be occupied and operations will continue as normal, temporary or restricted basis for the duration of the project. The Contractor shall take all precautions that their operations are conducted in a manner that does not interfere with normal operations of the surrounding facility and the safety and health of the occupants or the environment. Procedures conducted in the clean rooms, BSCs, and CFHs by VA staff will require the certifications to be conducted prior to or after the normal dayshift hours of staff in those areas. The entire area shall be left clean and acceptable to the COR.

9. Certifications: The Contractor shall provide documentation that employees conducting certifications and repairs are trained and accredited through industry standards as required; National Sanitation Foundation (NSF) the governing body for standards used In the manufacturing and certification of Biological Safety Cabinets, the International Air Filtrations Certifiers Association (IAFCA) accreditation program for all HEPA filtered devices, and Fume Hoods or other industry recognized training or accreditation programs.

10. Temporary Facilities and Staging Area: The electrical energy and the water consumed shall be provided by the government at no cost to the Contractor from existing lines and sources in the building or from services adjacent to the work areas. Contractor’s use of utilities shall be coordinated with the COR, who will notify Engineering.

11. Infection Control: The Contractor shall strictly adhere to infection control measures and/or requirements during all phases of work. These requirements are intended to control the generation/transmission of dust and other infectious disease agents between the work site and other active/occupied building areas. Failure/inability to observe any infection control requirements is considered a serious safety issue.

12. Submittal Requirements: The Contractor shall submit the following materials to the Contracting

Officer (CO) for review and approval as part of their technical quote: Material Safety Data Sheets and/or Safety Data Sheets for all chemical products. 30 Hour OSHA Construction Safety Training for Supervisors and 10 Hour OSHA Construction Safety Training for Workers.

13. Security Requirements: The Contractor’s employees shall not enter the project site without an appropriate badge. The Contractor must obtain required ID badges. All contractor employees are required to be issued a security badge. The determining factor as to the type of badge issued for the contractor’s employees access requirements is the length of the contract period of performance. The Contractor’s employees may also be subject to inspection of their personal effects when entering or leaving the project site.

14. Facility Safety: Any contractor personnel who knowingly and willfully disregards any applicable Federal, State and/or local Occupational Safety and Health Administration (OSHA) regulations, environmental protection and/or public health statute or its implementing regulations; VA, OSHA, environmental (GEMS) and/or information security requirement; is subject to immediate removal from the job site and medical center by the VA Police. In addition, the contractor personnel who committed the violation or created/knowingly allowed the violation to occur, shall not be allowed to return to continue performing on the project unless cleared in writing by the CO after sufficient rehabilitation (e.g., retraining).

15. Parking Requirements: All contractor personnel are required to park in the contractors parking lot, located behind building 122 near the Holcombe Blvd entrance. Loading/Unloading of equipment ONLY will be allowed in the tunnel, which is located near the OST entrance. If personal vehicles are left unattended in the tunnel for more than 2 hours, they are subject to ticketing and towing at the owner’s expense. All contractor vehicles are required to have current plates and insurance. Drivers of said vehicles are required to have a current government issued driver’s license.

16. Insurance: The Contractor shall be responsible for:

• Worker compensation and employer's liability: The Contractor shall comply with applicable Federal and State Worker Compensation and occupational disease statutes.

• General Liability: The Contractor shall have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

• Property Damage Liability: The Contractor shall have Property Damage Liability insurance coverage of at least $500,000.

17. Contract Administration:

17.1. Changes to Contract or PWS: The CO is the only individual authorized to approve changes or modify any of the requirements under this PWS or impending contract. The Contractor shall communicate with the COR on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

17.2. Payments: 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.fs.va.gov/einvoice.asp

Invoices shall include, at a minimum, the following information:

• Name and address of the contractor

• Invoice date and number

• Contract Number, Purchase Order Number, contract line item number

• Detailed description of quantity, unit of measure, unit price and extended price of the services performed

• Item(s) covered (to include serial #'s) by the PMI and covered period of service.

(End of Performance Work Statement) https://www.fs.va.gov/einvoice.asp

SECTION C - CONTRACT CLAUSES

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

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

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

FAR

Number

Title Date

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

JUL 2016

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

OCT 2018

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

DEC 2013

52.237-3 CONTINUITY OF SERVICES JAN 1991

52.217-8 OPTION TO EXTEND SERVICES NOV 1999

52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO

IMPLEMENT STATUTES OR EXECUTIVE ORDERS—

COMMERCIAL ITEMS

(End of Clause)

JAN 2020

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR

2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

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

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

(End of Clause)

C.3 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2011)

(a) Definition. "Small business concern," as used in this clause, means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the size standards in this solicitation.

(b) Applicability. This clause applies only to—

(1) Contracts that have been totally set aside or reserved for small business concerns; and

(2) Orders set aside for small business concerns under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F).

(c) General.

(1) Offers are solicited only from small business concerns. Offers received from concerns that are not small business concerns shall be considered nonresponsive and will be rejected.

(2) Any award resulting from this solicitation will be made to a small business concern.

(d) Agreement. A small business concern submitting an offer in its own name shall furnish, in performing the contract, only end items manufactured or produced by small business concerns in the United States or its outlying areas. If this procurement is processed under simplified acquisition procedures and the total amount of this contract does not exceed $25,000, a small business concern may furnish the product of any domestic firm. This paragraph does not apply to construction or service contracts.

(End of Clause)

C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

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

(End of Clause)

C.5 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018)

(a) The Contractor shall conform to the standards established by the National Environmental Balancing Bureau (NEBB) and the National Sanitation Foundation/American National Standards Institute

(NSF/ANSI).

(b) The Contractor shall submit proof of conformance to the standard. This proof may be a label or seal affixed to the equipment or supplies, warranting that the item(s) have been tested in accordance with the standards and meet the contract requirement. Proof may also be furnished by the organization listed above certifying that the item(s) furnished have been tested in accordance with and conform to the specified standards.

(c) Offerors may obtain the standards cited in this provision by submitting a request, including the solicitation number, title and number of the publication to:

(d) The offeror shall contact the Contracting Officer if response is not received within two weeks of the request.

(End of Provision)

C.6 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses (SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with 852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—

MONITORING AND COMPLIANCE (JUL 2018)

(a) This solicitation includes FAR 52.219-6 Notice of Total Small Business Set-Aside.

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6, or the limitations on subcontracting requirements in the FAR clause, as applicable. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor's offices where the Contractor's business records or other proprietary data are retained and to review such business records regarding the Contractor's compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

(End of Clause)

C.8 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING

AND COMPLIANCE (JUL 2018)

(a) This solicitation includes the clause: 852.215-70 Service-disabled veteran-owned and veteran-owned small business evaluation factors. Accordingly, any contract resulting from this solicitation will include the clause 852.215-71 Evaluation factor commitments.

(b) The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing Contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the Contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the Contractor's business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting commitments.

(End of Clause)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

(a) Definitions. As used in this clause—

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

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

This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause.

Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

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

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

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

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

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

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

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

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

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

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

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

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

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

(End of Clause)

C.10 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS

(JAN 2008)

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

(End of Clause)

(End of Addendum to 52.212-4)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR

ATTACHMENTS

See attached document: Attachment 1 - Equipment Inventory.

See attached document: Attachment 2 - Quality Assurance Surveillance Plan (QASP).

See attached document: Attachment 3 - Wage Determination.

See attached document: Attachment 4 - Past Performance Questionnaire.

See attached document: Attachment 5 – Relevant Experience Form.

SECTION E - SOLICITATION PROVISIONS

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

Offerors are required to complete the Price/Cost Schedule of Services/Supplies (see section B), and FAR 52.212-3 Offeror Representations and Certifications – Commercial Items, acknowledgement of all solicitation Amendments issued, and the information identified below.

a) GENERAL INFORMATION: Selection of a quoter for contract award will be made on the basis of an assessment of each quoter’s response to the Request for Quotes (RFQ). This RFQ is based on the Lowest Priced Technically Acceptable (LPTA) quote submitted to the Government, meeting or exceeding the acceptability standards for non-cost factors.

NOTE: Failure to comply with the RFQ requirements may be grounds to eliminate the quotation from further consideration for contract award.

b) THE QUOTE: The submission of the documentation specified below will constitute the Quoter’s acceptance of the terms and conditions of the RFQ. These instructions prescribe the format for the quote and describe the approach for the development and presentation of quotation data.

c) QUOTE PREPARATION INSTRUCTIONS: These instructions are designed to ensure the proper submission of information necessary to provide for comprehensive evaluation of quotes. Offeror shall carefully review this section prior to commencing preparation of quotes and take the necessary measures to ensure that the information submitted is factual, accurate, and complete. In order for a quote to be considered, Offeror must strictly comply with all instructions outlined in this combined synopsis/solicitation. Failure to furnish quotes that comply with the instructions, at the predetermined due date for submission, may result in elimination from consideration for award. Furthermore, all solicitation amendments (if any) must be acknowledged in accordance with FAR Clause 52.212-1 Instructions to Offerors.

1. Submission Instructions: One electronic copy (email) of all sections of the quote (Technical, Price and Past Performance) shall be submitted to the Contracting Officer via email to john.walker15@va.gov on or before the due date/time outlined within this combined synopsis/solicitation.

a. All email responses shall reference the solicitation number in the email’s subject line.

b. Faxed quotes are NOT permitted under any circumstances.

2. Quote Format: All commitments made in the quote may become a part of the resultant contract.

The data submitted with each quote should be complete and concise, but not overly elaborate.

Excessive reliance on promotional brochures is discouraged.

a. Electronic Copy: Provide one (1) electronic copy of the complete quote. Electronic copies must be in Microsoft Word or Adobe Acrobat format, and virus checked prior to submission.

b. Quoter may, at the discretion of the government, be asked to provide information for mailto:john.walker15@va.gov clarification purposes regarding their quote. Requests for clarification of information does not constitute discussions.

c. The Quoter shall be held responsible for the validity of all information supplied in his/her quote, including information provided by potential subcontractors. Should subsequent investigation disclose that the fact and conditions were not as stated, the quote may be rejected and received no further consideration.

3. Basis for Contract Award – This procurement is being conducted under FAR Part 13. Award shall be based upon Lowest Price Technically Acceptable (LPTA) to the Government using Price, and non-price factors.

4. Failure to submit the necessary information may render the quote submitted unacceptable, in which case it will not be considered for award. Quote will be evaluated in accordance with the criteria set forth above. Perspective offerors are encouraged to submit initial quote that represent the best terms and conditions of the quote.

d) CONTRACTOR TEAM ARRANGEMENTS (CTAs)

Potential Offerors may form Contractor Team Arrangements (CTAs) as defined under FAR 9.601, but they are not required to do so. If the potential Offeror that forms a CTA wants all members of the CTA to be considered for evaluation, the CTA must be a CTA as defined under FAR 9.601(1) or be a Mentor-Protégé Arrangement that has been approved by the Small Business Administration and include with its proposal the information required under subpart (a) of this section, “Instructions regarding FAR 9.601(1) CTAs.” An offeror may also enter into Prime/Subcontractor arrangements as defined under FAR 9.601(2); however, in this type of arrangement, only the prime will be considered in the evaluation for award.

Offerors forming CTAs as defined under FAR 9.601(2) are not required to submit any additional documentation regarding the proposed Prime/Subcontractor contractual relationship or the identification and/or qualifications of the proposed Subcontractors.

However, the Government will not consider the members of a “Contract Team Arrangement” defined under FAR 9.601(2)1 for evaluation purposes for the contract except in the limited context of evaluating an Offeror’s proposal to ensure the firm for “resources” only.

1) Instructions regarding FAR 9.601(1) CTAs

The Government will evaluate a FAR 9.601(1) CTA provided that the offeror submits a full and complete copy of the document establishing the CTA relationship and containing at least the minimum information required by the solicitation closing date. Although there is no specific form or format that the CTA documents must adhere to, an offeror proposing as a CTA for purposes of evaluation under the GWAC is required to address the following in the CTA document:

a) Purpose of the CTA: The CTA documents should clearly set forth the purpose of the CTA.

b) Identify the Parties:

The CTA documents should identify the entities which make up the CTA relationship, including the primary point of contact for each of the members of the team and the managing partner, and a statement addressing the obligation of all parties to the CTA to ensure performance of the contract and resulting task orders despite the withdrawal of any member. The CTA documents should also identify where accounting and other administrative records will be retained during contract performance and upon completion of the contract and any potential task orders.

c) Designation of a “Team Lead”

The CTA documents shall identify the “team lead,” and clearly explain the specific duties/responsibilities of the “team lead” to the other members of the team and to the Government (Note: The…