36C25625Q1022_1.docx

36C25625Q1022

GENERAL INFORMATION

NETWORK CONTRACTING OFFICE 16

ALEXANDRIA VA HEALTH CARE SYSTEM

PO BOX 69004

ALEXANDRIA LA 71306-9004

POINT OF CONTACT*

Contracting Officer Arlene A. Blade arlene.blade@va.gov

PLACE OF PERFORMANCE

Central Arkansas Veterans Healthcare System

VA National Health Physics Program

2200 Fort Roots Drive

North Little Rock AR

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

The combined synopsis/solicitation number is 36C25625Q1022. It is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-03 dated January 17, 2025. This competitive solicitation is being issued a 100% Small Business set aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541330 with a small business size standard of $25.5.

The Contractor is required to be actively registered in the System for Award Management (SAM) and the Small Business Administration (SBA). SDVOSB concerns shall be actively registered and verified in the VetCert website.

The Central Arkansas Veterans Healthcare System is seeking a contractor to furnish all labor, tools, and equipment necessary to perform Radiation Oncology Shielding Design Analysis, Shielding Survey Technical Reviews and Training in accordance with the attached Performance Work Statement.

All work will be conducted by a qualified medical physicist (QMP). The QMP performs shielding design analysis report and shielding survey report reviews of radiotherapy vaults (primarily Linear Accelerator [LINAC] vaults) at the request of the contracting officer’s representative (COR). The contractor reviews radiation shielding design analysis reports and shielding survey reports to ensure they meet criteria set forth in NCRP Report No. 151 and will result in radiation exposures that do not exceed the design goals in NCRP Report No. 151 and the radiation exposure limits set forth in Federal Regulations. The contractor will also provide training, if requested, to the NHPP Program Manager on technical reviews of shielding analysis and survey reports.

All questions regarding this solicitation shall be submitted via email to Arlene A. Blade at arlene.blade@va.gov no later than 10:0 0am. Central Standard Time on 7/11/2025.

Quotes are due no later than 7/21/2025 at 8:00am Central Standard Time and shall be submitted electronically via e-mail to arlelne.blade@va.gov.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: __________________________________________

ADDRESS: ____________________________________

POC Name:____________________________________ Phone:________________________________________ Email:_________________________________________

b. GOVERNMENT: Contracting Officer 36C256 Arlene A. Blade Department of Veterans Affairs Veterans Health Administration Network Contracting Office 16 2495 Shreveport Highway Pineville LA 71360

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.

FSC e-Invoice Payment. Invoice Setup Information 1-877-489-6135 http://www.fsc.va.gov/fsc/einvoice.asp ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Shielding design analysis report review Contract Period: Base POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 541330 - Engineering Services PRODUCT/SERVICE CODE: R499 - Support - Professional: Other

Shielding survey report review

POP Begin: 08-01-2025 POP End: 07-31-2026

Training for review of survey and design analysis reports

POP Begin: 08-01-2025 POP End: 07-31-2026

Vendor travel to conduct trainIng

POP Begin: 08-01-2025 POP End: 07-31-2026

Shielding design analysis report review Contract Period: Option 1 POP Begin: 08-01-2026 POP End: 07-31-2027

Shielding survey report review

POP Begin: 08-01-2026 POP End: 07-31-2027

Training for review of survey and design analysis reports

POP Begin: 08-01-2026 POP End: 07-31-2027

Vendor travel to conduct trainIng

POP Begin: 08-01-2026 POP End: 07-31-2027

Shielding design analysis report review Contract Period: Option 2 POP Begin: 08-01-2027 POP End: 07-31-2028

Shielding survey report review

POP Begin: 08-01-2027 POP End: 07-31-2028

Training for review of survey and design analysis reports

POP Begin: 08-01-2027 POP End: 07-31-2028

Vendor travel to conduct trainIng

POP Begin: 08-01-2027 POP End: 07-31-2028

Shielding design analysis report review Contract Period: Option 3 POP Begin: 08-01-2028 POP End: 07-31-2029

Shielding survey report review

POP Begin: 08-01-2028 POP End: 07-31-2029

Training for review of survey and design analysis reports

POP Begin: 08-01-2028 POP End: 07-31-2029

Vendor travel to conduct trainIng

POP Begin: 08-01-2028 POP End: 07-31-2029

Shielding design analysis report review Contract Period: Option 4 POP Begin: 08-01-2029 POP End: 07-31-2030

Shielding survey report review

POP Begin: 08-01-2029 POP End: 07-31-2030

Training for review of survey and design analysis reports

POP Begin: 08-01-2029 POP End: 07-31-2030

Vendor travel to conduct trainIng

POP Begin: 08-01-2029 POP End: 07-31-2030

B.3 PERFORMANCE WORK STATEMENT

VA NATIONAL HEALTH PHYSICS PROGRAM (NHPP)

1. Title: Radiation Oncology Shielding Design Analyses, Shielding Survey Technical Reviews, and Training

2. Scope of Work: The contractor will furnish all labor, tools, and equipment necessary to perform reviews. All work will be conducted by a qualified medical physicist (QMP). The QMP performs shielding design analysis report and shielding survey report reviews of radiotherapy vaults (primarily Linear Accelerator [LINAC] vaults) at the request of the contracting officer’s representative (COR). The contractor reviews radiation shielding design analysis reports and shielding survey reports to ensure they meet criteria set forth in NCRP Report No. 151 and will result in radiation exposures that do not exceed the design goals in NCRP Report No. 151 and the radiation exposure limits set forth in Federal Regulations. The contractor will also provide training, if requested, to the NHPP Program Managers on technical reviews of shielding analysis and survey reports.

The QMP must meet the following qualifications:

· A Qualified medical physicist is a person who is certified by the American Board of Radiology in Radiological Physics, Therapeutic Medical Physics, or Therapeutic Radiological Physics; American Board of Medical Physics in Medical Health Physics or Radiation Therapy; Canadian College of Physicists in Medicine, or American Board of Health Physics. The QMP will provide documentation he/she meets the required certification (must be current and active) for this contract.

· The QMP will have completed at minimum 50 radiation therapy vault designs. The QMP will provide example reports of shielding designs to demonstrate their work is adequate to perform this contract.

· The contractor will have a minimum of two QMPs capable of performing the shielding design reviews on staff.

3. Background: The LINAC (linear accelerator) radiation shielding design analysis and post construction survey is based on the guidelines in National Council on Radiation Protection and Measurements (NCRP) Report No. 151, “Structural shielding and evaluation for megavoltage x- and gamma-ray radiotherapy facilities.” The review of the radiation shielding design analysis and survey reports is to ensure that the NCRP Report No. 151 design goals are met. The final product will result in radiation exposures that do not exceed limits set forth in Federal regulations.

4. Period of performance: The contract is for a one-year period for fiscal year 2020 with renewal options for fiscal years 2021 through 2024.

5. Place of performance: The work will be performed virtually; through phone, email, or other electronic methods. The QMP is not required to perform on-site work.

6. Type of Contract: The Government anticipates award of a Firm Fixed-Price contract.

7. Tasks and Deliverables:

7.1. Task One: Technical review of radiation shielding design reports for VA radiation therapy vaults

7.1.1. Deliverable: Conduct a technical review of an existing facility radiation shielding design report and provide a report to the VA National Health Physics Program.

7.1.2. Deliverable: The report will contain the requirements listed in attached Radiation Shielding Design Review Report requirements (attachment A).

7.1.3. Deliverable: The report must contain a statement indicating the sufficiency or non-sufficiency of the design to meet the design goals set forth in NCRP Report No. 151.

7.2. Task Two: Technical review of radiation shielding survey report for VA radiation therapy vaults

7.2.1. Deliverable: Conduct a technical review of an existing facility radiation shielding survey report and provide a report to the VA National Health Physics Program.

7.1.2. Deliverable: The report will be in the format in the attached Radiation Shielding Survey Report (attachment B).

7.2.3. Deliverable: The report must contain a statement indicating the sufficiency or non-sufficiency of the survey to ensure exposure levels do not exceed the design goals set forth in NCRP Report No. 151 and the. Limits set forth in federal regulations.

7.3. Task Three: Provide training to NHPP managers on shielding design analysis and survey report reviews.

7.3.1. Deliverable: Conduct training with NHPP Program Managers on evaluation of radiation therapy vault shielding design and review of shielding analysis reports. Training will be conducted through case studies.

7.3.2. Deliverable: Conduct training with NHPP Program Managers on evaluation of radiation therapy vault shielding surveys and review of shielding survey reports. Training will be conducted through case studies.

8. Contract award meeting: The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

9. Formal Acceptance or Rejection of Deliverables: N/A

10. Changes to the SOW: Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

11. Contractor Reporting Requirements: The contractor will provide the final shielding design and/or survey review report to the NHPP within 4 calendar weeks of receipt of initial request. Reports will be sent electronically to meet this requirement. Under no circumstances will the QMP provide reviews of their own shielding design. The QMP responsible for the work being performed will be available for consultation and/or advice concerning the reports. All QMP communication will be through the NHPP.

12. Travel: N/A

13. Government Responsibilities: The NHPP will provide the facility shielding design analysis report and facility shielding survey reports including the as built floor plan to the contractor.

14. Confidentiality and Disclosure:

14.1. It is agreed that:

14.1.2. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this contract, are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the contract.

14.1.3. The Contracting Officer will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract, presented to the contractor, shall be submitted to the Contracting Officer for response.

14.1.4. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer.

15. Security Requirements for Unclassified Information Technology Resources: N/A; Contractor shall NOT have access to VA Information Systems/PII.

16. Holidays. The Government hereby provides notice, and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

17. Changes to Statement of Work. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract and such changes will be executed bi-laterally in accordance with FAR 52.212-4(c). The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

Attachment A Radiation Shielding Design Review Report Requirements:

The design analysis review report will provide, but not be limited to, the following information:

1. Facility name:

2. LINAC shielding design report date:

3. Name of the physicist who performed the shielding design:

4. Is the physicist certified by the American Board of Radiology, American Board of Medical Physics, American Board of Health Physics, or Canadian College of Physicists in Medicine?

5. Review of Vertical and horizontal to-scale drawings, showing the vault, isocenter, shielding, and nearby areas, including uses of nearby areas. If there is an adjacent area with a low occupancy factor (e.g., a corridor or storage room), the drawing should show the next nearby room on the opposite side from the vault.

6. Was the shielding designed to meet National Council on Radiation Protection and Measurements (NCRP) Report No. 151 standards?

a. Is the workload consistent with the guidelines in NCRP Report No. 151?

b. Was intensity-modulated radiation therapy (IMRT) considered in the shielding design?

c. Are the design goals consistent with the guidelines in NCRP Report No. 151?

d. Are the occupancy factors consistent with the guidelines in NCRP Report No. 151?

7. Review of the ceiling primary barrier, including thickness and width:

a. Is the area above considered a controlled or uncontrolled area?

b. What occupancy factor was used for this barrier?

c. What is the instantaneous dose-equivalent rate (IDR)?

d. Should this area be posted with a “Caution, Radiation Area” sign?

e. How is access to the area above controlled, if it is a controlled area?

f. Is sky shine a problem?

g. Are there nearby multistory buildings?

h. Has side scattered photon radiation been considered for the nearby multistory buildings?

8. Review of the ceiling secondary barrier, including thickness.

a. Is the area above considered a controlled or uncontrolled area?

b. What occupancy factor was used for this barrier?

c. What is the instantaneous IDR?

d. Should this area be posted with a “Caution, Radiation Area” sign?

e. How is access to this area controlled?

9. Review of the IDR for uncontrolled areas with an occupancy factor less than 1. Is the barrier in compliance with the 2 mrem in any 1-hour guideline?

10. Review of the primary barriers other than the ceiling including thickness and width.

a. Is the width calculated based on the distances where the top of the wall and ceiling intersect?

b. Is the area outside considered a controlled or uncontrolled area?

b. What occupancy factor was used for this barrier?

c. What is the instantaneous dose-equivalent rate (IDR)?

d. Should this area be posted with a “Caution, Radiation Area” sign?

e. How is access to the area outside controlled, if it is a controlled area?

11. Review of the secondary barriers other than the ceiling including thickness and width.

a. Is the width calculated based on the distances where the top of the wall and ceiling intersect?

b. Is the area outside considered a controlled or uncontrolled area?

b. What occupancy factor was used for this barrier?

c. What is the instantaneous dose-equivalent rate (IDR)?

d. Should this area be posted with a “Caution, Radiation Area” sign?

e. How is access to the area outside controlled, if it is a controlled area?

12. Review of tapered barriers.

13. Review lead, steel, or laminated barriers. For LINACs with photon energies > or = to 10 MV, was neutron production taken into consideration?

14. Review of barriers using high density concrete including consideration of neutron dose.

15. Review of direct shielded doors.

16. If there is an entrance maze, review of photon and, if the maximal photon accelerating potential exceeds 10 MV, neutron doses outside the door.

17. Review of shielding penetrations, including ventilation ducts and cable runs.

18. Findings, including a summary of deficiencies.

19. Name of physicist who performed the review.

Attachment B Radiation Shielding Survey Report Review Documentation:

Date prepared:

1. Facility:

2. Linac survey report date:

3. Date NHPP received Linac survey report:

4. Copy of Linac shielding document on file?

5. Survey meters used: (Enter data from the survey report)

Manufacturer

Model

Serial Number

Calibration Date

Probe Model

Probe Serial Number

Appropriate meter? (Yes/No)

NOTE: The survey meter used for quantitative x-ray exposure or air kerma measurements should not be a pulse mode device. For x-rays generated at 10 MV or above, neutron measurements should be made at appropriate locations.

6. Comments (required if a “No” in the table above for appropriate meter):

7. Workload Data: (Enter machine energies, % IMRT, Primary workload, leakage workload, and instantaneous dose rate at the isocenter)

Energies

Energies

% IMRT

% IMRT

Primary Workload

Primary Workload

Leakage Workload

Leakage Workload

Instantaneous

Instantaneous

8. Report Data: (Enter “Yes”, “No”, or “N/A” for whether the response is adequate)

Linac manufacturer

Linac model

Linac photon energies

Name(s) of individual(s) who performed the survey

Name of medical physicist

Name of individual who prepared the report

Survey dated

Description of survey technique

Phantom in beam for scatter measurements

Photon measurements (maximum dose equivalent rate measured at points outside the shielding barriers)

Neutron measurements (maximum dose equivalent rate measured at points outside the shielding barriers)

Are measurements taken at 30 cm beyond the barrier?

Occupancy factors (T) for each barrier

Utilization factors (U) for each primary barrier

Method of calculation of the dose equivalent in any one hour of operation

For secondary barriers, two short term integrated measurements:

(a) one with a scattering phantom in the beam at isocenter and

(b) one without a scattering phantom in the beam at isocenter and with the collimators closed

Dose equivalent per week (sum photon and neutron dose equivalents) or annual dose equivalent (sum photon and neutron dose equivalents)

Maximum dose equivalent in any one hour (sum photon and neutron dose equivalents)

Dose rate at the isocenter

Gantry orientations (e.g., 0o, 90o, 180o, 270o)

Are measurements are needed at other gantry angles?

Survey locations

Field size

Collimator orientation (e.g., “rotated 45o”)

Type of area (controlled or uncontrolled)

Controlled areas < 10 mrem/week (complies with NCRP Report No. 151 recommendations)

Uncontrolled areas < 2 mrem/week (complies with NCRP Report No. 151 recommendations)

Facility drawing (floor plan and sectional views coordinated with survey results)

Barriers scanned for voids with GM survey meter

Door and HVAC penetrations surveyed for photons and neutrons

Measurements made outside the facility at a number of distances from the isocenter to determine radiation levels due to skyshine

If a tall building is located adjacent to the treatment room, the upper floors of the building should be checked for skyshine

Conclusion (statement indicating shielding complies with NCRP Report No. 151 recommendations or recommended corrective actions)

9. Comments (required if a “No” in the table above):

10. Summary of deficiencies:

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.

36C25625Q1022

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SECTION C - CONTRACT CLAUSES

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.1 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.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

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

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

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

(End of Clause)

C.3 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

Funds are not presently available for performance under this contract beyond . The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond , until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

(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 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business certification status and their proposed use of eligible certified service-disabled veteran-owned small businesses (SDVOSBs) and certified veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor. To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128.).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

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

(End of Clause)

C.7 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

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

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

(End of Clause)

C.8 VAAR 852.222-71 COMPLIANCE WITH EXECUTIVE ORDER 13899 (DEVIATION)(APR 2025)

(a) The contractor shall comply with Executive Order 13899, Combating Anti-Semitism, pursuant to Title VI of the Civil Rights Act of 1964 (Title VI), 42 U.S.C. 2000d et seq.

(b) The contractor shall timely disclose, in writing, to the Contracting Officer, whenever, in connection with the award, performance, or closeout of this contract or any subcontract thereunder, the Contractor has credible evidence that a principal, employee, agent, or subcontractor of the Contractor has committed a violation under Executive Order 13899, Combatting Anti-Semitism pursuant to the Civil Rights Act of 1964 (Title VI), 42 U.S.C. 2000d et seq.

(c) The contractor shall include the terms and conditions of this clause in every subcontract or purchase order so that these terms will be binding on every subcontractor or vendor.

(End of Clause)

C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

(a) Definitions. As used in this clause—

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

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

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

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

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

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

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

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

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

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

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

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

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

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

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

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

(End of Clause) C.10 VAAR 852.239-70 SECURITY REQUIREMENTS FOR INFORMATION TECHNOLOGY RESOURCES (FEB 2023)

(a) Definitions. As used in this clause— Information technology has the same meaning in FAR 2.101 and also means Information and Communication Technology (ICT).

Information system security plan means a formal document that provides an overview of the security requirements for an information system and describes the security controls in place or planned for meeting those requirements.

(b) Responsibilities. The Contractor shall be responsible for information system security for all systems connected to a Department of Veterans Affairs (VA) network or operated by the Contractor for VA, regardless of location. This clause is applicable to all or any part of the contract that includes information technology resources or services in which the Contractor has physical or other system access to VA information that directly supports the mission of VA. Examples of tasks that require security provisions include—

(1) Hosting of VA e-Government sites or other information technology operations;

(2) Acquisition, transmission, or analysis of data owned by VA with significant replacement cost should the contractor’s copy be corrupted; and

(3) Access to VA general support systems/ major applications at a level beyond that granted the general public, e.g., bypassing a firewall.

(c) Information system security plan. The Contractor shall develop, provide, implement, and maintain an Information System Security Plan. VA information systems must have an information system security plan that provides an overview of the security requirements for the system and describes the security controls in place or the plan for meeting those requirements. This plan shall describe the processes and procedures that the Contractor will follow to ensure appropriate security of information system resources developed, processed, or used under this contract. The information system security plan should include implementation status, responsible entities, resources, and estimated completion dates. Information system security plans may also include, but are not limited to, a compiled list of system characteristics, and key security-related documents such as a risk assessment, PIA, system interconnection agreements, contingency plan, security configurations, configuration management plan, and incident response plan. The plan shall address the specific contract requirements regarding information systems related support or services included in the contract, to include the performance work statement (PWS) or statement of work (SOW). The Contractor’s Information System Security Plan shall comply with applicable Federal Laws that include, but are not limited to, 40 U.S.C. 11331, the Federal Information Security Modernization Act (FISMA) of 2014 and the E-Government Act of 2002. The plan shall meet information system security requirements in accordance with Federal and VA policies and procedures, and as amended during the term of this contract, and include, but are not limited to the following.

(1) OMB Circular A–130, Managing Information as a Strategic Resource;

(2) National Institute of Standards and Technology (NIST) Guidelines; and

(3) VA Directive 6500, VA Cybersecurity Program, and the directives and handbooks in the VA 6500 series related to VA information (including VA sensitive information and sensitive personal information and information systems security and privacy), as well as those set forth in the contract specifications, statement of work, or performance work statement. These include, but are not limited to, VA Handbook 6500.6, Contract Security; and VA Directive and Handbook 0710, Personnel Security and Suitability Program, which establishes VA’s procedures, responsibilities, and processes for complying with current Federal law, Executive Orders, policies, regulations, standards and guidance for protecting VA information, information systems (see 802.101, Definitions) security and privacy, and adhering to personnel security requirements when accessing VA information or information systems.

(d) Submittal of plan. Within 90 days after contract award, the Contractor shall submit the Information System Security Plan to the Contracting Officer for review and approval.

(e) Security accreditation. As required by current VA policy, the Contractor shall submit written proof of information system security accreditation to the Contracting Officer for non-VA owned systems. Such written proof may be furnished either by the Contractor or by a third party. Accreditation shall be in accordance with VA policy available from the Contracting Officer upon request. The Contractor shall submit for acceptance by the Contracting Officer along with this accreditation a final information system security plan, such as a risk assessment, security test and evaluation, and disaster recovery plan/continuity of operations plan. The accreditation and the final information system security plan and the accompanying documents, such as a risk assessment, security test and evaluation, and disaster recovery/continuity of operations plan.

(f) Annual validation. On an annual basis, the Contractor shall verify in writing to the Contracting Officer that the Information System Security Plan remains valid.

(g) Banners. The Contractor shall ensure that the official VA banners are displayed on all VA systems (both public and private) operated by the Contractor that contain Privacy Act information before allowing anyone access to the system. The Office of Information Technology will make official VA banners available to the Contractor.

(h) Screening and access. The Contractor shall screen all personnel requiring privileged access or limited privileged access to systems operated by the Contractor for VA or interconnected to a VA network in accordance with VA Directives and Handbooks referenced in paragraph (c) of this clause.

(i) Training. The Contractor shall ensure that its employees performing services under this contract complete VA security awareness training on an annual basis. This includes signing an acknowledgment that they have read, understand, and agree to abide by the VA Information Security Rules of Behavior (VA National Rules of Behavior) as required by 38 U.S.C. 5723; FAR 39.105, Privacy; clause 852.204–71, Information and Information Systems Security, and this clause on an annual basis.

(j) Government access. The Contractor shall provide the Government access to the Contractor’s and subcontractors’ facilities, installations, operations, documentation, databases, and personnel used in performance of the contract. The Contractor shall provide access to enable a program of information system inspection (to include vulnerability testing), investigation and audit (to safeguard against threats and hazards to the integrity, availability and confidentiality of VA data or to the function of information systems operated on behalf of VA), and to preserve evidence of computer crime.

(k) Notification of termination of employees. The Contractor shall immediately notify the Contracting Officer when an employee who has access to VA information systems or data terminates employment.

(l) Subcontractor flow down requirement. The Contractor shall incorporate and flow down the substance of this clause to all subcontracts that meet the conditions in paragraph (a) of this clause.

(End of Clause)

C.11 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.12 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

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

(End of Clause)

C.13 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.