36C25625Q1381.pdf

A.1 COMBINED SYNOPSIS/SOLICITATION

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, 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.

2. The combined synopsis/solicitation number is 36C25625Q1381.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-05 (eff. 08/07/2025)

4. This requirement is Total Small Business Set Aside. The North American Industry Classification System number is 624410 with a size standard of $9.5M.

5. Place of Performance:

Overton Brooks VA Medical Center (OBVAMC) 510 E. Stoner Ave., Shreveport, LA 71101

6. Period of Performance: The period of performance shall be specified in each task order. The Ordering period for task orders will be five years.

7. All questions regarding this solicitation shall be submitted via email to the Contract Specialist, Alan Scanio at alan.scanio@va.gov no later than 10:00A.M. Central Time on 09/04/2025.

8. Quotes are due no later than 09/09/2025 at 10:00A.M. Central Time and shall be submitted electronically via e-mail to the Contract Specialist, Alan Scanio at alan.scanio@va.gov

APPLICABLE Provisions and Clauses:

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) applies to this acquisition.

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

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

mailto:alan.scanio@va.gov

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

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

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

36C25625Q1381

Table of Contents

A.1 COMBINED SYNOPSIS/SOLICITATION

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 IT CONTRACT SECURITY

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 DELIVERY SCHEDULE

B.5 PEFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.2 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.3 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.4 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025) (DEVIATION FEB 2025)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 STANDARD OPERATING PROCEDURE – DAILY OPERATIONS VA KIDS CARE

D.2 STANDARD OPERATING PROCEDURE – SAFETY

D.3 STANDARD OPERATING PROCEDURE - INCIDENT/ACCIDENT REPORTING .62

D.4 WAGE DETERMINATION #:2015-5191

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.2 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION

FEB 2025)

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-

SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

Contractor Name:

Address:

Point of Contact Phone:

Point of Contact e-mail:

SAM Unique Entity Identifier (UEI):

TAX ID:

b. GOVERNMENT:

Contracting Officer 36C256

Peter Wren

Peter.wren@va.gov

Department of Veterans Affairs

Network Contracting Office 16

Galleria Financial Center

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

Contract Specialist 36C256

Alan Scanio

Alan.scanio@va.gov

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643 mailto:Peter.wren@va.gov mailto:Alan.scanio@va.gov

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.

FSC E-Invoice Payment:

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:

AMENDMENT NO DATE

(1) Orders may be issued by mail, email, or facsimile.

(2) Orders may only be placed by warranted contracting officers of VHA NCO 16.

(3) Orders will be priced based on the price(s) in effect on the date the order is signed by the Contracting Officer.

(4) All quantities listed in the price schedule are estimated quantities. Contractor shall invoice for actual quantities expended, not estimated quantities.

(5) The guaranteed minimum award amount for this contract is $2,500.00.

(6) The maximum aggregate value of orders that can be placed under this contract is $_____________. This amount shall not be exceeded by any individual order, or combination of orders placed. The Government does not guarantee that it will place any orders under this contract more than the guaranteed minimum award amount.

(7) Neither this contract nor any order placed against it authorize payment of any cancellation charges to the contractor or any other entity, including but not limited to subcontractors.

B.2 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 10 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 10 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. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/ subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re- authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary.

e. The contractor/subcontractor must conduct an annual self assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

f. VA prohibits the installation and use of personally-owned or contractor/ subcontractor-owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/ subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.

h. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

(1) Vendor must accept the system without the drive;

(2) VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

(3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

(4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

(a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and

(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the purchase order or contract.

(c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.

(End of Clause)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 MO _____________ _____________

Phase-In Operations. The Contractor shall provide Phase-In

Operations as described in the Performance Work Statement section 22.

PERFORMANCE PERIOD: 09/15/2025 - 10/14/2025

PRINCIPAL NAICS CODE: 624410 - Child Care Services PRODUCT/SERVICE CODE: G099 - Social - Other

10.00 MO _____________ _____________

VA Kids Care Operations. The Contractor shall provide hourly drop-in childcare services as described in the Performance Work Statement.

PERFORMANCE PERIOD: 11/04/2025 - 09/03/2026

12.00 MO _____________ _____________

drop-in childcare services as described in the Performance Work Statement.

PERFORMANCE PERIOD: 09/04/2026 - 09/03/2027

drop-in childcare services as described in the Performance Work Statement.

PERFORMANCE PERIOD: 09/04/2027 - 09/03/2028

drop-in childcare services as described in the Performance Work Statement.

PERFORMANCE PERIOD: 09/04/2028 - 09/03/2029

PRODUCT/SERVICE CODE: G099 - Social – Other drop-in childcare services as described in the Performance Work Statement.

PERFORMANCE PERIOD: 09/04/2029 - 09/03/2030

GRAND TOTAL _____________

B.4 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

0001 SHIP TO: Overton Brooks VA Medical Center (OBVAMC) 510 E. Stoner Ave.

Shreveport, LA 71101

1.00 09/15/2025 - 09/14/2026

MARK FOR: Leilani Sullivan

(318) 272-3965

0002 SHIP TO: Overton Brooks VA Medical Center (OBVAMC) 510 E. Stoner Ave.

Shreveport, LA 71101

10.00 09/15/2025 - 09/14/2026

MARK FOR: Leilani Sullivan

1001 SHIP TO: Overton Brooks VA Medical

510 E. Stoner Ave.

Shreveport, LA 71101

12.00 09/15/2026 - 09/14/2027

MARK FOR: Leilani Sullivan

2001 SHIP TO: Overton Brooks VA Medical

510 E. Stoner Ave.

Shreveport, LA 71101

12.00 09/15/2027 - 09/14/2028

MARK FOR: Leilani Sullivan

3001 SHIP TO: Overton Brooks VA Medical

510 E. Stoner Ave.

12.00 09/15/2028 - 09/14/2029

Shreveport, LA 71101 MARK FOR: Leilani Sullivan

4001 SHIP TO: Overton Brooks VA Medical

510 E. Stoner Ave.

Shreveport, LA 71101

12.00 09/15/2029 - 09/14/2030

MARK FOR: Leilani Sullivan

B.5 PEFORMANCE WORK STATEMENT

The Office of Women’s Health (OWH)-Veteran’s Childcare Assistance Program (VCAP)

Veterans Affairs (VA) Kids Care Services

1. Background

Under section 5107(a) of the Johnny Isakson and David P. Roe, M.D. Veterans Health Care and

Benefits Improvement Act of 2020 (P.L. 116-315; codified at 38 U.S.C. § 1709C), the

Department of Veterans Administration, (VA) Office of Women’s Health (OWH) Veterans

Childcare Assistance Program has a requirement to provide drop-in childcare services to veterans who have mental health appointments or intensive healthcare medical appointments at any VA facility or Community Based Outpatient Clinic (CBOC).

The purpose of this contract is to satisfy the requirements of the Johnny Isakson and David P.

Roe, M.D. Veterans Health Care and Benefits Improvement Act of 2020, Deborah Sampson Act of 2020, Section 5107(a) for VA’s Overton Brooks VA Medical Center (OBVAMC) located at 510

E. Stoner Ave., Shreveport, LA 71101.

The services shall provide drop-in childcare services while veterans are receiving medical appointments at the VA medical center or CBOC.

2. Scope of Work

The Contractor shall provide an hourly drop-in childcare service program (the “Program”) for children ages six (6) weeks through twelve (12) years old and up to eighteen (18) years of age for children with special needs, during hours that align with the outpatient clinic hours of the facility (plus 30 minutes before and after) in accordance with those facilities in Louisiana’s state, where VA Kids Care resides and Federal Laws pertaining to childcare centers. Any child who is less than 6 weeks old will not be accepted into VA Kids Care. The Contractor shall at all times provide at least one childcare attendant on-site with experience in caring for children with special needs.

The Program consists of temporary care (not to exceed 3 hours) that offers children a variety of activities. The current maximum capacity as adjusted by the “Minimum Staff-to-Child

Ratio” in Section 10 is dependent on the space available at Overton Brooks VA Medical

Center (OBVAMC). However, the daily operational capacity is determined by the age of the children, childcare attendant/child ratios, and the Veteran need.

Additional requirements will be detailed at each order level.

The Contractor shall provide all manpower, resources, and services necessary to meet the following objectives. The Contractor shall:

a) Provide a minimum of three staff at OBVAMC Kids Care to include 1 Childcare Clerk and

2 Childcare Attendants.

b) Provide a Childcare Attendant who must have experience in caring for children with special needs when a childcare center has a child with special needs on-site.

c) Provide a Contractor Program Manager who is responsible for the entirety of OBVAMC

Kids Care contract workers from compliance to staffing. (The phrases “Contractor

Program Manager” and “Regional Director” are used interchangeably)

d) Provide manpower to fully staff OBVAMC Kids Care and openly communicate with OBVAMC

Kids Care Program Manager and Center for Development and Civic Engagement

(CDCE) Chief.

e) Provide safe quality care for young children with strict adherence to health, sanitation, safety, fire, risk management requirements, ADA guidelines, and OBVAMC requirements in accordance with OSHA standards and Veterans Health

Administration (VHA) Directives for healthcare facilities.

f) Provide personnel qualified in the state of Louisiana who meet the requirements listed in Section 13 for Childcare Clerks and experienced management, support, and Child

Development Staff, who communicate positively and professionally with children and parents. All contractor staff shall be certified as a childcare provider prior working at the VA Kids Care center and be Cardiopulmonary Resuscitation (CPR) certified with a current American Heart Association (AHA) card.

g) Provide environments that positively contribute to children's physical, social, emotional, and cognitive growth.

h) Provide any necessary first aid in accordance with information provided in

OBVAMC Kids Care Standard Operating Procedures (SOP) in case of an emergency or incident where a contracted Childcare Attendant cannot reach the

Veteran or caregiver to come to VA Kids Care to address the physical needs of a child. In instances where a diaper change is emergent, the contractor will provide for the children. This information will be provided in OBVAMC Kids Care SOPs for staff to use.

The Government will provide the following:

a) Operational infrastructure such as space and furniture for OBVAMC Kids Care.

b) Marketing materials such as pamphlets to inform Veterans and caregivers about the registration process and OBVAMC Kids Care contact information.

c) SOPs for emergency procedures, safety, cleaning, daily operation, and employee orientation.

d) Diapers, baby wipes, water, disposable books, and age-appropriate toys for children to use.

e) A refrigerator to keep snacks needing refrigeration for children who require a snack as per the Veteran or caregiver. The Veteran or caregiver must give the snack to the child outside of OBVAMC Kids Care to avoid any and all potential risks to other children. Safety of food storage is outlined in OBVAMC Kids Care SOPs.

f) An OBVAMC Kids Care Program Manager or designee, who is a Government

Employee, who works with the local COR and has oversight of the operations for

OBVAMC Kids Care. The OBVAMC Kids Care Program Manager works together with

OBVAMC Leadership, CDCE Chief, the Contractor and the program office to ensure

OBVAMC Kids Care is in compliance with childcare regulations of the respective state, VHA Directives, OBVAMC Medical Center Policies (MCP) and SOPs, and regulations/directives for healthcare facilities.

The prices for services set forth in the “COST/PRICE SCHEDULE” shall apply for payment purposes for all work performed under this contract. The Contractor shall not charge the

Government for any services associated with this contract at any prices other than those specified in the “COST/PRICE SCHEDULE”.

Changes to the list of labor categories may be made after the contract award in order to allow the performance of the required services. The Government’s current estimate is for the number of hours anticipated for the Contractor contract roles necessary under this contract. The contractor shall not bill the Government for any workload increase or decrease throughout the life cycle of this contract.

3. Place of Performance

The following location is a VA facility that has committed to opening VA Kids Care. Activation date is to be determined by the COR. This list is subject to change. Please hold CRTL and click the link to open page.

Outpatient Clinic Hours are currently Monday to Friday from 08:00 am to 4:00 pm.

VISN Station #/Facility

Info

City, State Estimated

Childcare Appts.

Per Year

Estimated Sq. Ft

16 667

Overton Brooks

510 E. Stoner

Ave., Shreveport, LA

71101

318-221-8411

Shreveport, LA

Link

2095 Less than 800

Federal Holidays

The Federal Holidays observed by the Federal Government are:

New Year’s Day January 1

Martin Luther King, Jr.’s Birthday Third Monday in January

Presidents Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11 https://www.publichealthlawcenter.org/sites/default/files/LA%20Child%20Care%20Center.pdf

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

When one (1) of the holidays falls on Sunday, the following Monday shall be observed as a

Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a Federal Holiday.

In addition to following states requirements for operating drop-in childcare centers, the VA is exceeding state requirements. For example, each VA Kids Care center will have multiple cameras that will connect the VA Kids Care to the facility’s VA police.

In addition, each VA Kids Care center will have a vestibule door system where the

Veteran will drop off the kids in the area between the two doors and ONLY the kids will be buzzed into the VA Kids Care. No parents are allowed to enter behind the 2nd door.

4. Type of Contract

The Government intends to award a Firm Fixed Price contract.

5. Ordering Period and Period of Performance

This Contract has a 5-year ordering period. Specific periods of performance will be provided in each Task Order.

6. Task Areas

6.1 Specific Tasks and Deliverables

6.1.1 Task #1: Kick-off Meeting

Kick-off meeting shall occur no later than 10 days from task order award unless otherwise specified by the CO or COR, the Contractor shall lead a kick-off meeting for the effort. The purpose of the kick-off meeting is to create an understanding between the VA and the contractor of the project approach, major actions, and schedule for key milestones and deliverables. The kick-off meeting shall also serve as the means to provide the Contractor with additional details regarding required tasks. The Contractor shall provide the Government with a draft presentation one business day prior to the meeting. The presentation shall review the task coordination details, e.g., meeting schedules and topics, deliverable review, issue resolution processes, and preferred communication mechanisms. The kick-off meeting shall be held at OBVAMC or virtually, at the discretion of the Government. The completion of this meeting shall result in the following outcomes:

Deliverable(s):

• Kickoff Meeting (Agenda/Participation/Notes)

6.1.2 Task #2: Recurring and Adhoc Reports

The contractor shall provide monthly reports/data on the total number of children accessing/utilizing OBVAMC Kids Care. Subsequently, the contractor shall also provide reports/data as requested by the COR. The VA will provide the database for tracking childrens’ registration information.

• Recurring and Adhoc Reports

6.1.3 Task #3: Childcare Contractor Program Manager

The Contractor shall provide a childcare center Contractor Program Manager who shall act as a regional director for OBVAMC Kids Care contract staff, act as program administration for

OBVAMC Kids Care contract staff, recruit, hire and supervise their staff and ensure compliance with all contractual requirements. The childcare center Contractor Program

Manager shall have a minimum education requirement of at least 25 college credits in childhood education, of which only 8 can be department-approved clock hours, shall hold a child development associated certificate at a minimum, must meet Louisiana’s state training requirements for early care and training education, and must have experience on providing care to children with special needs. The childcare center Contractor Program Manager shall have a minimum of two years of experience as a program manager of a childcare center for children ages 6 months through 12 years, and up to 18 years of age for children with special needs.

The childcare center Contractor Program Manager shall provide a contingency plan for emergency and routine leave coverage that meets staffing experience, certification requirements and child/care giver ratios to the OBVAMC Kids Care Program Manager for concurrence. The Contractor shall provide the following documents to the Contracting Officer

Representative and the OBVAMC Kids Care Program Manager for each proposed contractor employee that will be performing under contract at OBVAMC Kids Care Program.

1. List of proposed personnel and the job title for the position they will be performing.

2. Professional resumes for all proposed personnel, shall be no more than 3 pages.

3. Copy of professional certifications that are current and valid for the positions to be held to include CPR certification with a current AHA card.

4. Additionally, but not limited, proof of education, years of pertinent experience, employment history, current health condition, immunization history, references, etc.

The childcare center Contractor Program Manager shall hire and recruit Contractor staff. The childcare center Contractor Program Manager shall hire for the following positions listed below. Each staff member must have the appropriate credentials and experience listed in the staff member’s position description.

• Contractor Program Manager Labor Hours (250 hours per year)

6.1.4 Task #4: Childcare Clerk

The Contractor shall provide a Childcare Clerk who shall be a minimum of 18 years of age, have completed a high school education or equivalent, be Cardiopulmonary Resuscitation (CPR) certified with a current American Heart Association (AHA) card, and have documented experience working with children. The Childcare Clerk shall be located at OBVAMC Kids Care

Program for 8 hours per day, provide guidance and program direction to contract staff, function as a supervisor or leader to contract staff in conjunction with OBVAMC Staff (i.e. Fire; Safety;

Executive Leadership; local Veteran Childcare Assistance Program (VCAP) manager; Public

Relations etc.). These duties shall not interfere with any assigned provision of childcare. In the event the childcare center clerk is unavailable due to planned administrative leave, emergency, or sick leave the contractor must designate a person to be in charge that meets the minimum qualifications per the state of Louisiana standards for a lead childcare clerk. The OBVAMC Kids

Care Program Manager or designee will be advised in advance of any planned absences that require designation and/or substitution of staffing and provide concurrence.

• Childcare Clerk Labor Hours (2080 hours per year)

6.1.5 Task #5: Childcare Attendant

The childcare attendant must be a minimum of 18 years of age, have a high school diploma or equivalent, be CPR certified with a current AHA card, and operate under the direct supervision of a Childcare Clerk.

• Childcare Attendant Labor Hours (4160 hours per year)

6.1.7. Deliverables Schedule

Task Deliverable QTY Delivery Date

6.1.1 Kick-off Meeting- Childcare Clerk Mandatory 1

Within 10 business days after contract award or agreed upon by the COR

6.1.2 Reoccurring Adhoc Reports

1 per month

Within 5 working days of the following month or as requested by the

COR

6.1.3 Childcare Contractor Program Manager 1

As prescribed within the PWS or agreed upon by the COR

6.1.4 Childcare Clerk

As prescribed within the PWS or agreed upon by the COR

6.1.5 Childcare Attendant 2

As prescribed within the PWS or agreed upon by the COR

7. Veterans Requirements to Receive Childcare Services

Veterans will be informed of the program via on-site signage, promotion through VA websites, mail, Veterans Service Organizations, clinical provider referrals, and general inquiries.

Veterans will be required to sign an attestation that the Veteran has a medical appointment at the time of child drop-off.

Pending final regulations approvals, intensive healthcare appointments are defined as follows:

38 U.S.C. § 17.324 Eligible appointments

(a) VA will furnish childcare assistance under § 17.324 to an eligible veteran who receives at a VA medical facility or CBOC

(1) Mental health care (including a mental health-related appointment and an appointment where mental health is discussed); or

(2) An appointment that does not meet the criteria of paragraph (1) when the eligible

Veteran or the health care provider determines that the presence of the child may impact the effective provision of health care. Examples include, but are not limited to, an appointment where the presence of a child may be inappropriate, unsafe, or uncomfortable for the child or the eligible Veteran and an appointment where it may be difficult for the eligible Veteran to adequately supervise the child for the duration of the appointment.

(b) The following are not eligible appointments under paragraph (a):

(1) Emergency room visits; and

(2) Any appointment requiring sedation.

OBVAMC Kids Care contract workers will be informed of which appointments are intensive by the Veterans themselves.

7.1 Safety

7.1.1 Childcare Safety

Childcare Safety is ensuring freedom from accidental or inadvertent injury during childcare service processes. All adverse events, close calls, or intentionally unsafe acts must be reported immediately (same day) to the national COR or designee and the OBVAMC Kids Care Program

Manager. In case of an emergency, the OBVAMC Kids Care contract staff shall dial OBVAMC

VA Police at the numbers provided and on display in OBVAMC Kids Care area.

8. Inclement Weather Should the OBVAMC Kids Care Program not open due to weather conditions; local leadership will make a determination and share the decision on its regular outlets such as the VA facility’s website, local radio and television stations will announce this information, and the

Contracting Officer Representative (COR) will confirm and advise the Contractor of any closure. OBVAMC Kids Care Program should adjust its operating hours accordingly. The

Veteran can call OBVAMC to confirm OBVAMC Kids Care Program closure.

9. Scheduling

Services will be available between the hours of 7:30 a.m. to 4:30 p.m. Monday through

Friday. The childcare services must be aligned with the outpatient clinic operations hours +/-

30 minutes to allow Veteran time to drop off and pick up their children. Scheduling childcare appointments for use of drop-in services is not required. However, the Veteran may contact

OBVAMC Kids Care Program in advance of their appointment time to check availability.

Capacity is dependent on the space availability at OBVAMC Kids Care Program at any given time. However, it is anticipated that general use will not exceed three (3) hours for most users, with drop-in consideration for the special needs of certain users based on multiple appointments and/or appointment types. The drop-off and pick-up areas are in the reception area of OBVAMC Kids Care Program.

10. Childcare attendant to Child Ratio

OBVAMC Kids Care Program will operate within the childcare attendant to child ratio per the Louisiana’s State requirement.

Age of Children Minimum Staff-to-Child Ratio

Maximum Childcare Center Group Size

Under 1 year old 1:6 Cannot exceed the maximum capacity on the license

1 year old 1:8 Cannot exceed the maximum capacity on the license

Under 2 years old 1:12 Cannot exceed the maximum capacity on the license

Under 3 years old 1:14 Cannot exceed the maximum capacity on the license

4 years old 1:16 Cannot exceed…