36C25625Q0076.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C25625Q0076 12-02-2024

Tammie Chaney 601-362-4471 ext 56372 12-11-2024 10 am CST

00256 Department of Veterans Affairs G.V. (Sonny) Montgomery VAMC Network Contracting Office 16 715 South Pear Orchard Road Ridgeland MS 39216

X 100

X

492110

1500 Employees

N/A

X

00564

Department of Veterans Affairs Veterans Health Care System of the Ozark

1100 N. College Avenue Fayetteville AR 72703

10N16

Department of Veterans Affairs G.V. (Sonny) Montgomery VAMC A&MM Service (90C) 715 South Pear Orchard Road Ridgeland MS 39157

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

Contractor to provide courier services includes daily pickup and delivery of dental equipment (SPS) small (hand held) medical devices items for the main campus of the Veterans Health Care System of the Ozarks (VHSO) – Fayetteville, AR, and the Community-Based Outpatient Clinic (CBOC) in Springfield, MO IAW the Performance Work Statement.

See CONTINUATION Page

X X

X 1

Tammie Chaney

36C25625Q0076

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.5 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN

1997)

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

ADDENDUM to 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

E.9 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs

G.V. (Sonny) Montgomery VAMC

Network Contracting Office 16

715 South Pear Orchard Road

Ridgeland MS 39157

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

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

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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.

Requests. Invoicing shall be in accordance with the requirements of The Department of Veterans Affairs (VA) Financial Services Center (VAFSC). The latest information shall be used for invoicing and payments and may change during the Period of Performance of this acquisition. Current Invoicing information is located at http://www.fsc.va.gov/einvoice.asp

NOTE: The contractor must submit a signed “Final Invoice Memo” (template located in Section D) along with the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration whichever is applicable at that time. The Contractor must send one signed copy to the Contracting Officer or the Contracting Officer’s Representative or the assigned Ordering Officer. Failure to submit a signed “Final Invoice Memo” could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer. Notwithstanding the claim period Stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the contractor agrees to submit any claim related to this contract within 12 months after accrual.

5. SECURE FAX: Please review VA Handbook 6500 that requires the following statement on all fax cover sheets be included:

This fax is intended only for the use of the person or office to which it is addressed and may contain information that is privileged, confidential, or protected by law. All others are hereby notified that the receipt of this fax does not waive any applicable privilege or exemption for disclosure and that any dissemination, distribution, or copying of this communication is prohibited. If you have received this fax in error, please notify this office immediately at the telephone number listed above.

6. Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at https://www.va.gov/oig/hotline/ and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.

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

AMENDMENT NO DATE

CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation.

One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS.

CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for On Line Training for Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing Official’s evaluation signature date, the Contractor Representative will be “locked out” of the evaluation and may no longer send comments.

(f) The following guidelines apply concerning Contractor Representative use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determinations, production readiness reviews, or other similar purposes.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVI

CES

QUANTI

TY

UNI

T UNIT PRICE AMOUNT

12.00 MO _______________

COURIER SERVICES PICKUP AND DELIVERY OF

REUSABLE MEDICAL DEVICES FAYETTEVILLE TO

SPRINGFIELD CBOC AND RETURN.

DAILY RATE:

Contract Period: Base POP Begin: 01-01-2025 POP End: 12-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative: Courier/Messenger

COURIER SERVICES PICKUP AND DELIVERY OF

REUSABLE MEDICAL DEVICES FAYETTEVILLE TO

SPRINGFIELD CBOC AND RETURN.

DAILY RATE:

Contract Period: Option 1 POP Begin: 01-01-2026 POP End: 12-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

COURIER SERVICES PICKUP AND DELIVERY OF

REUSABLE MEDICAL DEVICES FAYETTEVILLE TO

SPRINGFIELD CBOC AND RETURN.

DAILY RATE:

Contract Period: Option 2 POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

COURIER SERVICES PICKUP AND DELIVERY OF

REUSABLE MEDICAL DEVICES FAYETTEVILLE TO

SPRINGFIELD CBOC AND RETURN.

DAILY RATE:

Contract Period: Option 3

POP Begin: 01-01-2028 POP End: 12-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

COURIER SERVICES PICKUP AND DELIVERY OF

REUSABLE MEDICAL DEVICES FAYETTEVILLE TO

SPRINGFIELD CBOC AND RETURN.

DAILY RATE:

Contract Period: Option 4 POP Begin: 01-01-2029 POP End: 12-31-2029 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

GRAND TOTAL _______________

PERFORMANCE OF WORK STATEMENT (PWS)

SPS RMD COURIER SERVICES

1. General

1.1 The Department of Veterans Affairs (VA) currently utilizes a service type contract to provide for commercial courier services for the main campus of the Veterans Health Care System of the Ozarks (VHSO) – Fayetteville, AR, and the Community-Based Outpatient Clinic (CBOC) in Springfield MO.

1.2 Period of Performance

This will be a single award Indefinite Delivery Indefinite Quantity (IDIQ), for period of performance of January 1, 2025 to December 31, 2029 Services will be contracted through the issuance of task orders per each ordering period:

Ordering Period

Period Begins Period Ends

1 January 1, 2025 December 31, 2025 2 January 1, December 31, 2026

3 January 1, December 31, 2027

4 January 1, December 31, 2028

5 January 1, December 31, 2029

1.3 Prior to first delivery, contractor must provide proof to the Contracting Officer Representative (COR) of: Vehicle availability, properly operational vehicle capable of operating and performing daily in accordance with the requirements of daily and weekly performance under the conditions required to insure no issues or lapse in performance. Contractor shall provide vehicles that meet regulatory compliance, adequate spill kits, DOT driver and vehicle certifications for the states of Arkansas and Missouri, annual completion of VHSO training/competency assessments for the transportation of sterile and contaminated Dental or instrument RMD. Training requirements shall be in accordance with 49 CFR, Part 172, Subpart H. The training includes:

a.) General Awareness/Familiarization b.) Safety c.) Function awareness d.) Security Awareness e.) In-depth Security f.) Privacy Training: TMS 10203 VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information

VAPrivacyTrainingfo rPersonnelwithout20

All drivers will be required to take the VA Privacy Training Course above and sign the above VA Privacy Training document.

g.) Standard Operating Procedure for Courier Service Transportation of Sterile and Contaminated Reusable Medical Devices (RMD) VHA-V16-564-SPS-SOP-1018

VHA-V16-564-SPS-S

OP-1018-Courier Serv

Contractor drivers must have a valid driver’s License. Contractor shall provide a copy of driver training certification(s) identified above. Drivers and vehicles are required to be Department of Transportation (DOT) certified in the states of operation (AR and MO). Copies of driver’s training certificate shall be submitted with offer. No driver shall be allowed to operate without training certificate. Contractor shall notify the COR for any driver change that is made and verification of training certificate is approved by COR prior.

In addition to this requirement, the government (SPS) will provide Annual Competency Training directly to the contractor staff. SPS will maintain a log of those contracted staff that have received the training, and the contractor will be required to ensure any new drivers/staff are reported to the COR to facilitate this training prior to commencing duties.

1.4 Courier staff shall be familiar with the state, federal, and VHA regulations for transporting sterile and soiled reusable medical devices (RMD). This entails picking up sterile RMD at VHSO main campus at Fayetteville, Arkansas and transporting it to the CBOC at Springfield, MO Dental Clinic location (c); followed by obtaining the soiled RMD from the Springfield, MO Dental Clinic location and returning them to the VHSO main campus SPS Location for reprocessing.

1.5 Courier staff shall segregate contaminated and sterile/clean instrumentation prior to delivering to the appropriate locations within the VHSO system to prevent the risk of cross-contamination. This is to be achieved by transporting sterile/clean instrumentation from the main medical center in one load with no other items (specimens, mail, consumables, food, drink. etc.)

included. Smoking will not be permitted in the transport vehicle to maintain item cleanliness and sterility where applicable. After successful off loading of the sterile/clean instrumentation, the contaminated instruments shall be transport back to the VHSO main campus with no other items present. Sterile and contaminated RMD items will never be transported together at the same time. Terminal cleaning shall be performed by the contractor of the transport vehicle after every contamination instrument delivery and/or at a minimum every 24-hours.

1.6 VHSO staff shall appropriately prepare all items for transport including packaging in double RED BIOHAZARD TRANSPORT CONTAINERS for contaminated instruments and BLUE TRANSPORT CONTAINERS for sterile/cleaning instrumentation as required for each by SPS Requirements. VHSO staff will ensure all items are appropriately labeled. The contractor shall maintain items for transport in the same mannerism that they were received in; to include meeting environmental standards for temperature (66°F to 72°F) and humidity (20%RH to 60%RH) as outlined 2023-07-17 VHA directive1116(3) section 14. All transport containers should be carefully secured during transport to prevent damage from shifting or movement for proper transport of RMD.

1116(1)_D_2023-07- 17.pdf

1.7 The contractor must maintain confidentiality in accordance with HIPAA guidelines.

1.8 The contractor must have a contingency plan for inclement weather, vehicle accidents, and driver unavailability.

1.9 Vehicle interior (passenger cabin and cargo area) shall have surfaces that are compatible with cleaning and intermediate level disinfection with facility approved cleaning/disinfecting agents and not have any porous materials located inside the vehicle such as cloth, wood or foam.

There shall be a cleaning log kept by the driver documenting cleaning of vehicle every 24 hours.

This record shall include cleaning and intermediate level disinfection of the vehicle floors, side walls, ceiling, and the driver & passenger area. The seats must be of a material other than cloth that can be disinfected daily such as plastic or vinyl. Plastic seat covers are acceptable as long as they completely cover the cloth material.

2. Acronyms

2.1 This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.

AOD – Administrative Officer of the Day - VHSO 479-443-4301 x65014

CBOC – Community Based Outpatient Clinic

CO – Contractor owned

COR - Contracting Officer Technical Representative

DOT – Department of Transportation

FDA – U.S. Food & Drug Administration

GO – Government owned

HIPAA - Health Insurance Portability and Accountability Act

OGA – Other Government Agency (Other than VA)

OSHA – U.S. Department of Labor, Occupational Safety and Health Administration

P&LMS – Pathology & Laboratory Medicine Service

POC – Point of Contact

RMD – Reusable Medical Devices

VA – Department of Veterans Affairs

VHSO – Veterans Healthcare System of the Ozarks

VISN – Veterans Integrated Service Network

3. Scope & Requirements

3.1 The scope of courier services includes transportation of sterile and contaminated/soiled RMD between VHSO’s Fayetteville, AR main campus and Springfield, MO CBOC. Items picked up from the main campus that are delivered to the CBOC are classified as sterile dental critical and semi-critical reusable medical devices (RMD). Items picked up from the CBOC that are delivered to the main campus are classified as contaminated/soiled dental critical and semi-critical reusable medical devices (RMD).

3.2 Courier operations will be conducted each workday between the “VHSO Main Campus” and each pickup/drop off location listed below according to the schedule.

a. The clinics will be open Monday thru Friday, from 8am to 4:30pm excluding federal holidays.

(Note: Holidays observed by Federal Government are New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, Christmas, and any other day specifically declared by the President of the United States to be a national holiday. It should be noted that if a holiday falls on Saturday, it is observed on Friday. If a holiday falls on Sunday, it is observed on Monday. The outpatient clinics will not be open on these holidays.)

Flexibility regarding sequencing of the VHSO Main Campus Location pick up stops “a” through “e” is allowable, however all locations “a” through “e” will be checked each day to ensure all items have been picked up timely as required.

3.3 Pickup and Drop off locations:

a. VHSO Main Campus SPS Location

1100 N. College Fayetteville, AR 72703

b. Springfield CBOC Location

1850 W. Republic Rd Springfield MO 65807

c. Springfield CBOC Dental Clinic Location

1850 W. Republic Rd Springfield MO 65807

d. VHSO Main Campus Location

e. VHSO AOD (POC)

Emergency Dept. (479)443-4301 ext. 65014

3.4 Daily courier runs will begin at the main campus, locations “a” through “e” for the section between the hours of 1:00 pm and 7:30 pm or depending on the destination of the courier trip.

Arrival and departure times are governed by several clinical factors and where stated, must be followed on each trip.

Pick up SPS RMD items from VHSO SPS Main Campus Location no earlier than 1:00pm.

Arrive Springfield, MO CBOC Dental Clinic, Depart Springfield CBOC no earlier than 4:30 pm.

Return to VHSO main campus no later than 7:30 pm. Dental SPS RMD items shall be taken to SPS.

Once Springfield RMD instrumentation is Returned to VHSO Main Campus the Driver shall contact SPS Point of Contact to be allowed entry into SPS

3.5 RMD items may not be retained overnight. If any item cannot be delivered the courier driver shall immediately report the circumstances the COR or Chief of Logistics Office. If after 4:30pm to the VHSO AOD for resolution.

3.6 Accidents involving any courier vehicle carrying GO property will be immediately reported by the driver to the COR or Chief of Logistics and Chief of Sterile Processing Service. If after 4:30pm to the VHSO AOD. The contractor shall take steps to protect all GO property until a pickup from the accident site can be arranged.

4. Government-Furnished Property

4.1 Transport containers for transporting dental (SPS) or other medical instruments will be provided as transport containers Government Owned property by the VHSO.

4.2 Temperature and humidity logs will be maintained to track environmental compliance throughout the transport of the RMD items. Refer to VHA-V16-564-SPS-SOP-1018

4.3 Vehicle cleaning logs to verify terminal cleaning requirements were performed. Refer to

VHA-V16-564-SPS-SOP-1018

5. Contractor-Furnished Equipment

5.1 All equipment and materials required to perform the contract (other than what is specifically listed in section 4, Government-Furnished Property) shall be provided by the contractor. CO equipment shall be maintained by the contractor without additional cost to the Government. CO equipment shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices.

5.2 The contractor shall provide spill kits for each vehicle used, and train drivers on proper use of the spill kits to contain spilled chemicals and blood borne pathogens.

5.3 Size Average Load. The contractor vehicles shall have the capability to securely carry a minimum of 127 cubic feet interior volume protected from the elements (Sample load: 6 large Transport Containers 2’X 3’X 16” and 2 small Transport Containers ranging in weight up to, but not limited to 50lbs each).

5.4 The contractor vehicles shall meet environmental standards for temperature (66°F to 72°F) and humidity (20%RH to 60%RH) as outlined temperature 2023-07-17 VHA directive 1116(3) section 14. Transport of RMD.

5.5 All interior surfaces of the contractor vehicles shall not have any porous materials such as wood, cloth, or foam. The interior surfaces of the contractor vehicles must be compatible with cleaning and intermediate level disinfection using facility approved cleaning/disinfecting agents.

6. Quality Assurance Requirements

6.1 Contractor is solely responsible for meeting any current or future requirements approvals or certifications as may be levied by applicable legal, regulatory, accrediting body, governing body, and/or local/state/federal requirements as required by law. Due to continuous regulatory changes in both federal and state laws, the contractor shall be in compliance of new regulations within thirty (30) calendar days of notification.

6.2 The contractor shall immediately report to the destination point of contact and the COR any items that appear to have been compromised during delivery. This includes items packed for temperature sensitivity that may have reached high temperatures, items labeled with patient information where labels have come off, or items that opened during transport.

6.3 Items selected for transport to an approved gaining facility of VHSO that require specialized temperature and humidity controls shall be transported and stored in a temperature and humidity-controlled environment until the appropriate time of transfer has been reached.

Contractor will be provided with an appropriate temp/humidity monitor as well as a log to complete and deliver to destination point-of-contact. Upon successful transport and delivery of these items, VHSO staff will perform an inspection to verify that the items were delivered within acceptable physical integrity and appearance parameters, as well as appropriate temperature and humidity constraints. Appropriate annotations will then be made to receiving log.

6.4 The contractor shall haul the entire load of RMD items daily. The contractor shall be responsible for any vehicle break downs or disruptions to the service to not interrupt service to our veterans. The contractor shall have a contingency plan for break downs or problems with their drivers. Contractor shall have back up drivers if needed. The contractor shall notify the COR or Chief of Logistics Office when there are any issues that occur that will cause the normally scheduled Courier service to be delayed within 1 hour of known delay.

6.5 The contractor shall be responsible for carrying out corrective actions recommended by VHSO for addressing non-conformances associated with regulatory compliance that are identified during internal and external audits. Internal and external Audits will be done annually or as required to this transport vehicle to ensure the transport vehicle follows Sterile 3.5 Processing requirements inspections.

6.6 Contractor shall provide liability insurance (at replacement value) or identical physical replacement for damage to VHSO owned RMD items for damage that occurs due to transport.

6.7 Contractor shall provide proof and adequacy of past performance history, references, and above required qualifications. All required certifications must be current / valid, and a copy shall be furnished to the Government. When combined with Evaluation Factors, it will assist the Contracting Officer in making the best value and sound business judgment on behalf of the Government.

7. Non-Performance

The Contractor shall perform unless deemed by the COR as service cannot by performed due to inclement weather (ice, snow, etc.). The Contractor is required to contact the COR for COR’s determination/approval in these cases prior to nonperformance. Invoices for these nonperformance days shall be reduced by the rate of daily services identified in the Price Schedule.

8. Supplemental Insurance Requirements

In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

The contractor shall provide a copy of the liability insurance coverage to Contracting Officer within (5) days of notice of award.

9. A&A Requirements

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

B.3 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

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

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

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

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security

Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

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

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

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

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

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

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

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

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

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

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

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

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

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

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

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

e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

g. The contractor/subcontractor agrees to:

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

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

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

(1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and

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

SOR.

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

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

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

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

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

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

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

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

for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

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

a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation.

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

c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government- owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

d. The contractor/subcontractor's system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA's POA&M management process. The contractor/subcontractor must use VA's POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government.