36C25625Q0006.docx

36C25625Q0006

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

520-25-1-128-0001 36C25625Q0006 10-0 -2024 Angela Kennedy 228-523-5000 x 40361 10-21-2024 12pm

CDT

00586 Department of Veterans Affairs Gulf Coast Veterans Healthcare System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531 X X 334519 600 Employees N/A X 00586 Department of Veterans Affairs Gulf Coast Veterans Healthcare System 400 Veterans Avenue Biloxi MS 39531 10N16 Department of Veterans Affairs Gulf Coast Veterans Healthcare System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically 1-877-489-6135 See CONTINUATION Page Network Contracting Office 16 is seeking SDVOSBs capable of providing Personal Radiation Monitoring services for the Gulf Coast Veterans Healthcare System, as per the SOW herein. All questions are due by 12pm CT on October 11, 2024 and all responses are due by 12pm CT on October 21, 2024 via email to: angela.kennedy2@va.gov

**PAY CLOSE ATTENTION TO SECTION E.1 INSTRUCTIONS TO OFFEROR

AND SECTION E.7 EVALUATION FACTORS

This solicitation utilizes FAR 13.106 Comparative Analysis Evaluation.

See CONTINUATION Page X X X Danette R. Impey Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Angela Kennedy Department of Veterans Affairs Gulf Coast Veterans Healthcare System Network Contracting Office 16 400 Veterans Avenue Biloxi MS 39531

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

3. INVOICES: Invoices shall be submitted 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.

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

B.2 STATEMENT OF WORK

PERSONAL RADIATION MONITORS

STATEMENT OF WORK (SOW)

GCVHCS IMAGING SERVICE

1. General Objectives and Requirements

1.1. Specifications for personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) are provided herein. Monitoring services are to be provided at the initial setup in the approximate quantities as outlined in this scope of work. The contract shall be for a period of one year, with (4) four (12) twelve-month option renewals. The cost of the contract should be presented in terms of the total annual cost and expressed as the cost per badge type (Film, Ring, Body) according to the number of each badge type. No additional charges will be incorporated or expected, with the exception of non-returned or damaged badges and holders and emergency readings. Credit will be given for all fees assessed for lost/late badges upon return. If personal monitoring services do not meet specifications, the contract may be terminated by the government.

1.2. The operating hours for the GCVHCS are Monday-Friday 8:00a.m.-4:30p.m. The following is a list of Federal Holidays on which the Medical Center is usually closed:

Christmas Day

1.3. However, there are provisions in this Statement of Work which may require a vendor’s response after business hours or on holidays, for example, emergency readings.

2. Background

2.1. A dosimetry program is highly regulated by the Nuclear Regulatory Commission (NRC). Maintaining a dosimetry program requires using a reliable dosimetry processor. Failure to maintain an appropriate dosimetry program and provide individual monitoring devices or equipment could result in severe penalties, lawsuits, fines, and/or the revocation of our permit to use byproduct material under the MML issued to the Department of Veterans Affairs by the NRC.

2.2. Loss of our permit would result in the termination of all nuclear medicine and most radiology-based clinic operations; includes some surgical procedures as well. All other clinical and therapeutic uses of radioactive materials, penalties and fines could also be levied.

3. Scope

3.1. For purposes of this contract, the terms “personal dosimeter” is an individual monitoring device that requires processing to determine the radiation dose, and that is used by the GCVHCS VA Medical Center to comply with 10CFR20.1201, with other applicable provisions of Title 10 Chapter 20, or with conditions specified in the license.

3.2. As required by federal law specified in 10CFR20.1501., personal dosimeters must be processed and evaluated by a dosimetry processor--

3.2.1. Holding current personnel dosimetry accreditation from the National Voluntary Laboratory Accreditation Program (NVLAP) of the National Institute of Standards and Technology; and

3.2.2. Approved in this accreditation process for the type of radiation or radiations included in the NVLAP program that most closely approximates the type of radiation or radiations for which the individual wearing the dosimeter is monitored.

3.2.3. The selected dosimetry vendor service company shall have a well-established and demonstratively successful means of providing the goods and services described in these specifications. This document contains specifications for both the dosimetry devices and the dosimetry service. The dosimetry vendor must be able to demonstrate and provide the licensing and specific requirements listed upon request.

3.3. Dosimetry Device Specifications: The dosimetry device specifications are described as follows:

3.3.1. The selected vendor shall be the primary supplier of the personal dosimeters, and shall be in direct control of the design, modifications to, and quality of the personal dosimeters. The selected vendor shall supply necessary personal dosimeters of a NVLAP certified type or combination of types. At the present time GCVHCS presently has 17 groups (DPT’s) with approximately 178 personal body dosimeters (with an additional 17 controls) to be processed quarterly and holding current NVLAP accreditation in ANSI N13.11 categories IA, IIA, IIIA, IV, and V. Approximately 13 finger ring dosimeters (with 5 controls) to be processed quarterly. Some individuals may have multiple badges. As needed/required by facility, fetal monitoring to be processed on a monthly review. Personal dosimeter results will be reported in units of mrem for shallow dose, lens of eye dose and deep dose.

3.3.2. The devices shall be supplied according to the following specifications:

3.3.2.1. The vendor's dosimetry service shall be currently accredited by the National Voluntary Laboratory Accreditation Program (NVLAP) of the US National Institute of Standards and Technology for all required radiation testing categories.

3.3.2.2. Written specifications shall be provided, prior to bid evaluation, on dosimetry devices defining: (a) Minimum detectable reported dose; (b) Energy discrimination capabilities including accuracy, precision, and (c) Maximum range of reported dose for the various energy ranges concerned, primarily:

3.3.2.2.1. Less than 100 KeV photons

3.3.2.2.1. 100 KeV through 250 KeV photons

3.3.2.2.3. Greater than 250 KeV up to and including Cs-137, Co-60

3.3.2.2.4. Photons from a 6/18 MeV external beam linear accelerator

3.3.2.2.5. Beta radiations

3.3.2.2.6. Neutrons (fast and thermal)

3.3.4. Dosimetry devices (approximately 191) shall be routinely delivered to the customer, 15 days prior to the next exchange date. Exchange dates are the first day of the first month of the quarter.

3.3.5. The delivery of dosimetry devices is required within 7 calendar days of record creation for additions of new personnel or additional badges for existing personnel unless a rush shipment is requested. The creation of a single record shall automatically provide all individual dosimetry devices for the current month and all subsequent months. When a rush shipment is requested, the dosimetry device(s) shall be received within 3 business days of record creation.

3.3.6. Shipping containers shall be reusable for return of the devices to vendor. Return shipping labels shall be supplied by the vendor.

3.3.7. The dosimetry devices, including additions, shall be provided in presorted and individually packaged and labeled containers in accordance with the criteria established by the Government’s Radiation Safety Officer at the time of setup, i.e. by badge type and Service.

3.3.8. Primary sorting and distinction will include unlimited series separation by groups of users. Series coding shall be alphanumeric.

3.3.9. All transactions regarding the vendor service including, but not limited to, user additions, deletions, changes, inquiries, etc., shall be exclusively between the Government’s Radiation Safety Officer or designee and the vendor.

3.3.10. Shipments shall include individual printed packing lists for each group of users. The individual packing lists shall include the numerical order of the dosimeters. Other information provided in the listing shall include, but is not limited to, the following:

3.3.10.1. Social security number (Last 4 Digits only)

3.3.10.1.2. Badge control identification

3.3.10.1.3. Badge type

3.3.10.1.4. Prescribed wear period, by date

3.3.10.2. Shipments will occur to the following GCVHCS locations addressed to the Imaging Department in the approximate amounts:

Biloxi VAMC Nuclear Medicine Reception B3/2D110 400 Veterans Ave Biloxi, MS 39531 (Approximately 109 collar/waist monitors with 9 controls & 10 rings with 3 controls)

Mobile VA CBOC Imaging Reception – 1D101 4444 Demetropolis Road Mobile, AL 36619 (Approximately 2 collar/waist monitors with 1 control & 0 rings)

Pensacola VA Clinic Imaging Reception - Foxtrot 790 Veterans Way Pensacola, FL 32507 (Approximately 67 collar/waist monitors with 7 controls & 3 rings with 2 controls)

Panama City VA CBOC 2600 Veterans Way Panama City Beach, FL 32408 (Zero monitors at this time due to staffing)

Future Site – Eglin AFB, FL

3.3.11. Dosimetry devices shall provide obvious, distinct, color coding for easy special purpose identification while being worn. Dosimeter colors shall alternate with each wear period.

3.3.12. The vendor shall provide a method for calculating and reporting Effective Dose Equivalent or Effective Dose automatically for designated badge wearers.

3.3.13. Badges shall be identified with clearly visible and descriptive nomenclature, to aide in proper wear positioning of "Collar", “Chest” or "Waist" badges.

3.3.14. The ring badge shall have at least three sizes be adjustable in size, be waterproof, have a permanent label, and be capable of withstanding cold sterilization. The ring badges shall be color coded for alternate months.

3.3.15. Body badges shall be waterproof and have a permanent label (Indelible Ink)

3.4. Electronic Report Access (Web-based). The vendor shall have web access capability to a data base that contains dosimetry records for GCVHCS dating back to at least 2000. The Government should be able to at a minimum:

3.4.1. Add, transfer, or delete personnel

3.4.2. Add additional badges to existing personnel

3.4.3. Review records (wearer, badge type, frequency, dose history, etc.)

3.4.4. Summarize results (exposure levels, ALARA, etc.)

3.4.6. Review exposure histories per entire account

3.4.7. Review exposure histories for an individual

3.4.8. Add lifetime cumulative dose for an individual

3.4.9. Add current year dose for an individual

3.4.10. Reactivate wearers and badges

3.4.11. Assign spare badges

3.4.12. List unreturned badges

3.4.13. Download data files for unreturned badges

3.4.14. Download data files for badge readings (exposures for specified periods). The on-line system shall be sufficiently easy to use such that it is more efficient to use than manually requesting changes by telephone.

3.5. The Government’s Radiation Safety Officer or designee shall be notified by telephone or email of all whole-body readings above the levels (125 mrem) set by the Government’s Radiation Safety Officer within 24 hours from the reading of the whole-body dosimeter. The system shall be capable of setting different notification levels for separate series codes within an account.

3.6. The vendor shall automatically provide permanent records archiving.

3.7. The vendor shall ensure timely response to customer inquiries by assigning a specific representative who shall be accessible during regular working hours through a toll-free phone system.

3.8. The vendor shall provide emergency processing of dosimetry devices when requested. This processing shall be completed within 24 hours of receipt of the device by the vendor. The Government’s Radiation Safety Officer or designee shall be notified of the processing results by telephone or email within 24 hours of receipt of the device by the vendor.

3.9. Other:

3.9.1. No presorting of the dosimetry devices by the Government shall be required prior to returning the dosimetry devices to the vendor.

3.9.2. The vendor shall provide a means of tracking all unreturned dosimetry devices, including whole body and ring badges. This information shall be obtainable through data file downloads from the on-line computer system. The information shall be available for downloading on at least a monthly basis and shall be capable of tracking unreturned devices for the past 18 calendar months.

3.9.3. Radiation dose reports, including monthly, quarterly, year-to-date, and lifetime totals, shall meet the records requirements of the U.S. NRC and OSHA. The vendor shall automatically provide printed and computer updates of records which have had a dose adjustment made by the Government’s Radiation Safety Officer.

3.9.4. The vendor shall automatically provide an NRC Form 5 or equivalent for each monitored individual in each series code, on an annual basis. Two versions of NRC Form 5 will be provided; one will have specified omissions such as sex, social security number, and date of birth, the other will contain this information.

3.9.5. The vendor shall provide and maintain a data base containing current year dose and lifetime cumulative doses for individuals as requested by the Government’s Radiation Safety Officer.

3.9.6. The dosimetry reports shall include a separate fetal dose entry for all pregnant personnel.

3.9.7. Completed exposure reports shall be available on-line within 7 calendar days after receipt of the exposed dosimetry devices by the vendor. Radiation exposure and other reports shall be shipped via a carrier which guarantees second working day delivery.

3.9.8. The vendor shall automatically provide printed copy wear period, annual summary, and annual statistical summary reports for each account, per calendar year. These summaries shall include a listing by user groups, of every person badged at any time during the year. Other information provided for each listing shall include, but not be limited to, the following: (a) Group or series number; (b) Badge number and type; (c ) Annual and lifetime dose; (d) Social security number; (e) Date of birth; (f) Sex; (g) Deep dose, eye dose, and shallow dose for each monitoring period; (h) Extremity dose; (i) Internal dose reported by the Government’s Radiation Safety Officer; (j) Total Effective Dose Equivalent; (k) Data on all currently issued devices regarding late returns, unreturned, and deleted devices.

3.9.9. The vendor shall provide a means to electronically download exposure data information using the on-line computer system.

3.9.10. The vendor shall provide individual termination summary reports for each individual removed from an account upon request.

3.9.11. Form 5 reports are to be available on-line delivered to the GCVHCS by March 31 (or approximately 90 calendar days) after the end of the previous calendar year.

3.9.12. The vendor shall be able to automatically assign dose reports when NRC/OSHA limits have exceeded.

3.9.13. The vendor shall supply the name and phone number of a project manager for this contract.

3.10. Service Documentation:

3.10.1. The vendor shall provide documentation verifying its ability to fulfill the commitments set forth within this document. This documentation shall be provided prior to any contractual agreement and shall include the following:

3.10.1.1. Representative samples of reports and summaries as previously specified;

3.10.1.2. Samples of computer-generated data in the same format as previously specified;

3.10.1.3. A list of medical centers and hospital customer references, with dosimetry needs similar to those of the dose limits of NRC/OSHA, including neutron monitoring.

3.10.2. If, at any time during the contract period, the vendor fails to meet any contract specification the contract may be canceled by GCVHCS.

3.11. Other Features or Services:

3.11.1. The vendor is requested to provide information and costs for any specialty items such as: (a) Computer diskette reports; (b) Individual termination summary reports; (c) Exposure reports; (d) ALARA reports; (e) Annual exposure summary reports; (f) Unreturned badge reports; (g) Annual statistical summary for entire account; (h) dose estimating tools such as EstiMate; and services or web features that have not been included above which the vendor would like to offer.

3.11.2. If any of the following occur:

3.11.2.1. NVLAP accreditation is rescinded in any of the required categories listed above.

3.11.2.2. The Contractor revises their Quality Assurance practices in such a way as to decrease the effectiveness of a NVLAP accredited program.

3.11.2.3. The Contractor modifies the dosimeter in such a way as to invalidate its NVLAP accreditation.

3.11.2.4. Any dosimeter indicates > 125 mrem.

3.11.3. The Contractor shall immediately notify:

Jennifer Anaya Administrative Officer Imaging Service (114) Gulf Coast Veterans Health Care System 400 Veterans Avenue Biloxi, MS 39531

(228) 523-5496 Phone

(228) 523-5466 Fax

3.11.4. Additionally, the Contractor shall:

3.11.4.1. Ensure that dosimeters are zeroed prior to shipment,

3.11.4.2. Apply for, obtain and maintain any certifications required by governing federal, state, or local agencies,

3.11.4.3. Participate in performance evaluation programs required by federal, state, or local agencies,

3.11.4.4. Comply with the requirements of an approved quality assurance program plan,

3.11.4.5. Provide VA the current revision of the quality assurance program plan, if requested,

3.11.4.6. Provide VA with sufficient QC and calibration data to assure that analytical results of dosimetry are accurate and analyzed within the established envelope of quality, if requested,

3.11.4.7. Provide the value of the Lc / MDA, in the same units as results (mrem),

3.11.4.8. Provide the signature of the person responsible for the quality of the report or his/her designee, and

3.11.4.9. Read the dosimeters on an as needed basis.

3.11.5. Cognizant regulatory agencies and VA representatives shall be granted access to Contractor facilities, personnel, equipment, and records related to VA utilized vendor provided services.

3.11.6. Contractor shall be responsible for notifying NVLAP, and VA prior to making a change in dosimeters used, or other equipment, materials, software, analysis models, or techniques that were considered as primary components of a dosimetry program.

3.11.7. If changes are made, the Contractor shall submit evidence supporting a conclusion that the modified system will be technically equivalent to the accredited system.

3.12 Security:

3.12.1. The C&A requirements do not apply, and a Security Accreditation Package is not required.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) TLD-XBG BADGE (181 QUARTERLY) Contract Period: Base POP Begin: 01-01-2025 POP End: 09-30-2025

TLD-XBG FINGER RING (16 QUARTERLY)

QUARTERLY SHIPPING (BILOXI, MOBILE, PENSACOLA AND PANAMA CITY)

personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) TLD-XBG BADGE (181 QUARTERLY) Contract Period: Option 1 POP Begin: 10-01-2025 POP End: 09-30-2026

TLD-XBG FINGER RING (16 QUARTERLY)

QUARTERLY SHIPPING (BILOXI, MOBILE, PENSACOLA AND PANAMA CITY)

personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) TLD-XBG BADGE (181 QUARTERLY) Contract Period: Option 2 POP Begin: 10-01-2026 POP End: 09-30-2027

TLD-XBG FINGER RING (16 QUARTERLY)

QUARTERLY SHIPPING (BILOXI, MOBILE, PENSACOLA AND PANAMA CITY)

personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) TLD-XBG BADGE (181 QUARTERLY) Contract Period: Option 3 POP Begin: 10-01-2027 POP End: 09-30-2028

TLD-XBG FINGER RING (16 QUARTERLY)

QUARTERLY SHIPPING (BILOXI, MOBILE, PENSACOLA AND PANAMA CITY)

personal radiation monitoring services for the Gulf Coast Veterans Health Care System (GCVHCS) TLD-XBG BADGE (181 QUARTERLY) Contract Period: Option 4 POP Begin: 10-01-2028 POP End: 09-30-2029

TLD-XBG FINGER RING (16 QUARTERLY)

QUARTERLY SHIPPING (BILOXI, MOBILE, PENSACOLA AND PANAMA CITY)

Base Period Total

Option Year One (1) Total

Option Year Two (2) Total

Option Year Three (3) Total

Option Year Four (4) Total

Contract GRAND TOTAL

For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:

The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

36C25625Q0006

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SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES 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.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.3 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.4 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

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 letter shall be furnished to the Contractor.

(End of Clause)

C.5 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.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. for the Department of Veterans Affairs, ‘‘Service-disabled Veteran-owned small business concern or SDVOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.201, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been certified for ownership and control pursuant to 38 U.S.C. 8127, 13 CFR 128, and is listed as certified in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size, government contracting, and the Veteran Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) The term ‘‘Service-disabled Veteran’’ means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans with service-connected disabilities’’ has the meaning given the term ‘‘small business concern owned and controlled by service-disabled veterans’’ under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)).

(5) The term “SDVOSB participant” or certified SDVOSB means a small business that has been certified in the SBA Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102).

(b) General. In order for a concern to submit an offer and be eligible for the award of an SDVOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be listed as an SDVOSB participant in the SBA certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a certified SDVOSB listed in the SBA certification database who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified SDVOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified SDVOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multipleaward contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting (LOS) requirements in 13 CFR 121.406(b) and 13 CFR 125.6. For the purpose of limitations on subcontracting, only certified SDVOSBs listed in the SBA certification database (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified SDVOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified SDVOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified SDVOSBs listed in the SBA certification database.

(5) Subcontracting. An SDVOSB subcontractor must meet the NAICS size standard assigned by the prime contractor and be certified and listed in the SBA certification database to count as similarly situated. Any work that a first tier SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[X] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or [] By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406–2 Causes for Debarment).

(End of Clause) C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74. Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/ VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee: ___________ Printed Title of Signee: _____________ Signature: ____________ Date: ______________ Company Name and Address: _______________ (End of Clause)

C.8 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.9 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement’s skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

(End of Clause)

C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation will be furnished to the Contractor.

(End of Clause)

C.11 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):

https://www.acquisition.gov/browse/index/far https://www.va.gov/oal/library/vaar/

(End of Clause)

(End of Addendum to 52.212-4)

C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive…