36C25625R0127.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, 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 36C25625R0127.

3. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-04 (eff. 06/11/2025)

4. This requirement is Total Small Business Set Aside. The North American Industry Classification System number is 541380 with a size standard of $19,000,000.00.

5. Place of Performance:

Alexandria VA Health Care System 2495 Shreveport Hwy 71 Pineville, Louisiana 71360

6. Period of Performance: This Contract has a five-year ordering period. The period of performance for each task order will be specified therein.

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 08/29/2025.

8. Quotes are due no later than 09/02/2025 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.

36C25625R0127

Table of Contents

A.1 COMBINED SYNOPSIS/SOLICITATION

SECTION B – CONTINUATION OF COMBINED SYNOPSIS-SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2023)

C.2 52.216-18 ORDERING (AUG 2020)

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

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

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.7 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.10 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 ATTACHMENT 1- PERFORMANCE REQUIREMENTS SUMMARY

D.2 ATTACHMENT 2- SAMPLE QUALITY ASSURANCE MONITORING FORM

D.3 OUTFALL 001 DRAWING

D.4 SERVICE CONTRACT ACT WD #: 2015-5175

SECTION E - SOLICITATION PROVISIONS

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

COMMERCIAL SERVICES (SEP 2023)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

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

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

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

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

1998)

E.6 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, email:

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

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

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] As specified in each Task Order

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:

mailto:Peter.wren@va.gov mailto:Alan.scanio@va.gov 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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

4.00 QTR _____________ _____________

Contractor shall perform Louisiana Pollutant Discharge

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 1 Ordering period: 09/01/2025 - 08/31/2026 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services PRODUCT/SERVICE CODE: B533 - Special Studies/Analysis - Water Quality

2.00 EA _____________ _____________

Contractor shall perform City of Pineville Wastewater Outfall 001 water sampling, testing and results submission on a semi-annual basis (every six months per Federal Fiscal Year) in accordance with Performance Work Statement herein.

YEAR 1 Ordering period: 09/01/2025 - 08/31/2026 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

1.00 EA _____________ _____________

The Contractor shall provide unscheduled follow-up testing if remediation is required per Section 1.0 of the Performance Work Statement. Remediation, if necessary, would be performed separate from this contract. The Contractor shall not perform this work unless authorized in writing by the COR. This testing will only be authorized by the COR if remediation by others is required.

YEAR 1 Ordering period: 09/01/2025 - 08/31/2026 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 2 Ordering period: 09/01/2026 - 08/31/2027 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 2 Ordering period: 09/01/2026 - 08/31/2027 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services remediation is required per Section 1.0 of the Performance Work Statement. Remediation, if necessary, would be performed separate from this contract. The Contractor shall not perform this work unless authorized in writing by the COR. This testing will only be authorized by the COR if remediation by others is required.

YEAR 2 Ordering period: 09/01/2026 - 08/31/2027 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 3 Ordering period: 09/01/2027 - 08/31/2028 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services water sampling, testing and results submission on a semi-annual basis (every six months per Federal Fiscal Year) in accordance with Performance Work Statement herein.

YEAR 3 Ordering period: 09/01/2027 - 08/31/2028 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services remediation is required per Section 1.0 of the Performance Work Statement. Remediation, if necessary, would be performed separate from this contract. The Contractor shall not perform this work unless authorized in writing by the COR. This testing will only be authorized by the COR if remediation by others is required.

YEAR 3 Ordering period: 09/01/2027 - 08/31/2028 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 4 Ordering period: 09/01/2028 - 08/31/2029 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services water sampling, testing and results submission on a semi-annual basis (every six months per Federal Fiscal Year) in accordance with Performance Work Statement herein.

YEAR 4 Ordering period: 09/01/2028 - 08/31/2029 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services remediation is required per Section 1.0 of the Performance Work Statement. Remediation, if necessary, would be performed separate from this contract. The Contractor shall not perform this work unless authorized in writing by the COR. This testing will only be authorized by the COR if remediation by others is required.

YEAR 4 Ordering period: 09/01/2028 - 08/31/2029 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

Elimination System (LPDES) Stormwater Discharge Outfall 001 water sampling, testing and results submission on a quarterly basis (once per Federal Fiscal Year quarter) in accordance with Performance Work Statement herein.

YEAR 5 Ordering period: 09/01/2029 - 08/31/2030 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services water sampling, testing and results submission on a semi-annual basis (every six months per Federal Fiscal Year) in accordance with Performance Work Statement herein.

YEAR 5 Ordering period: 09/01/2029 - 08/31/2030 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services remediation is required per Section 1.0 of the Performance Work Statement. Remediation, if necessary, would be performed separate from this contract. The Contractor shall not perform this work unless authorized in writing by the COR. This testing will only be authorized by the COR if remediation by others is required.

YEAR 5 Ordering period: 09/01/2029 - 08/31/2030 PRINCIPAL NAICS CODE: 541380 - Testing Laboratories and Services

GRAND TOTAL _____________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY

DELIVERY

DATE

4.00 09/01/2025 - 08/31/2026

FOB: DESTINATION

2.00 09/01/2025 -

1.00 09/01/2025 -

4.00 09/01/2026 - 08/31/2027

2.00 09/01/2026 -

1.00 09/01/2026 -

4.00 09/01/2027 - 08/31/2028

2.00 09/01/2027 -

1.00 09/01/2027 -

4.00 09/01/2028 - 08/31/2029

2.00 09/01/2028 -

1.00 09/01/2028 -

4.00 09/01/2029 - 08/31/2030

2.00 09/01/2029 -

1.00 09/01/2029 -

B.4 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT FOR QUARTERLY STORMWATER DISCHARGE

AND WASTEWATER PRETREAMENT TESTING

Alexandria VA Health Care System

2495 Shreveport Hwy 71

Pineville, Louisiana 71360

1.0 SCOPE OF WORK. This is a non-personal contract where Contractor shall provide all management, licensing, transportation, tools, supplies, equipment, testing laboratory support, supervision, and personnel/labor necessary to perform water testing of stormwater and wastewater discharges for the Alexandria VA Medical Center (AVAMC). The Contractor is not required to provide remediation services under this Contract. This will be Firm Fixed Price contract. Contractor shall perform scheduled testing of the Louisiana Pollutant Discharge Elimination System (LPDES) Stormwater Discharge Outfall 001 on a quarterly (once per Federal Fiscal Year quarter) and testing of the City of Pineville Wastewater Outfall 001 on a semi-annual (every six months per Federal Fiscal Year) basis and will report results directly to the permitting authorities using the required submissions systems.

The Contractor shall collect stormwater samples at the LPDES Outfall 001 via grab sample and delivered to the Contractor’s testing laboratory to be tested for Total Suspended Solids (TSS), Chemical Oxygen on Demand (COD), Oil and Grease, and pH. The Contractor shall collect wastewater samples at the City of Pineville Outfall 001 via grab sampled and delivered to a testing laboratory to be tested for Total Suspended Solids (TSS), Biological Oxygen Demand (BOD), Oil and Grease, and pH.

The Contractor shall also provide unscheduled follow-up testing if remediation is required.

Remediation, if necessary, would be performed by others. The Contractor shall deliver testing results immediately when available from the laboratory and normally within 15 calendar days of the laboratory receiving the samples. The Contractor shall assume full responsibility for compliance with all Federal, State, City, and local laws, codes, and regulations, governing water sampling for the discharge parameters as required by LDPES Permit LAG751243. The Contractor shall ensure all results are electronically delivered testing results electronically delivered to the AVAMC Safety Office.

2.0 DESCRIPTION OF SERVICES

2.1 Testing Frequency

2.1.1 The Contractor shall Test the LPDES Stormwater Outfall 001 quarterly (once per Federal Fiscal Year quarter).

2.1.2 The Contractor shall test the City of Pineville Outfall 001 semi-annually (every other quarter per Federal Fiscal Year quarter. The Federal Fiscal Year runs from October 1st through September 30th of every year).

2.2 Water Sampling

2.2.1 LPDES Outfall 001

2.2.1.1. The Contractor shall collect at least 1 water sample (grab sample) per quarter from Outfall 001 and tested for Total Suspended Solids (TSS), Chemical Oxygen Demand (COD), Oil and Grease, and pH.

2.2.1.2. The Contractor shall take pH as a field measurement with calibrated meters and record on the Chain of Custody (COC).

2.2.1.3. The Contractor shall take and record a quarterly visible sheen observation. The Contractor shall coordinate visits with VA personnel as weather allows.

2.2.1.4. The Contractor shall provide all containers, supplies and equipment necessary to collect samples.

2.2.1.5. The Contractor shall pay all analytical/laboratory costs. These charges are included in the fixed price and are not separately reimbursable under this Contract.

2.2.2 City of Pineville Wastewater Outfall 001

2.2.2.1 The Contractor shall collect at least 1 water sample (grab sample) per every six-months from Outfall 001 and test for Total Suspended Solids (TSS), Chemical Oxygen Demand (COD), Oil and Grease, and pH.

2.2.2.2. The Contractor shall take pH as a field measurement with calibrated meters and record on the Chain of Custody (COC).

2.2.2.3. The Contractor shall provide all containers, supplies and equipment necessary to collect samples.

2.2.2.4 The Contractor shall pay all analytical/laboratory costs. These charges are included in the fixed price and are not separately reimbursable under this Contract.

2.2.7. Deliver to accredited laboratory

2.2.7.1. Laboratory Requirements

2.2.7.1.1 Laboratory testing shall be conducted by a Louisiana Environmental Laboratory Accreditation Program (LELAP) laboratory.

2.2.7.1.2 The Contractor shall pay all analytical/laboratory costs. These charges shall be included in the fixed price and are not separately reimbursable under this Contract.

2.2.8. Delivery of test results. The Contractor shall deliver testing results immediately when available from the laboratory and normally within 15 calendar days of the laboratory receiving the samples by an AVAMC approved method. The Laboratory Report shall be delivered by the Contractor to the following:

2.2.8.1. If the results of the environmental validation are determined to be above permitted limits, the Contractor shall promptly notify the following as identified, of the parameter exceeded: AVAMC Safety Office, and the Environmental Protection Specialist at Heather Waring, heather.waring@va.gov, 4318-466-4107.

2.2.8.2. Contractor shall submit LPDES Discharge Monitoring Reports (DMRs) to the EPA’s NetDMR system by the required regulatory deadline (quarterly). The Contractor shall provide a copy of the DMR as well as proof of submission to the NetDMR system to the AVAMC Safety Office and the Environmental Protection Specialist. Testing results shall also be delivered to Heather.waring@va.gov, Heather Waring, 318-466-4107.

2.2.8.3. Contractor shall submit the Pre-treatment Report to the City of Pineville by the required deadline via certified mail (semi-annually). The Contractor shall provide a copy of the Pre-treatment Report as well as proof of submission to the AVAMC Safety Office and the Environmental Protection Specialist.

3.0. GENERAL INFORMATION

3.1. Period of Performance- Indefinite Delivery Indefinite Quantity Contract with a Five-year Ordering Period of 09/01/2025 through 8/31/2030.

3.2. Hours of Operation. The daytime hours of operation are 0800 to 1600 Central Standard Time (CST), Monday – Friday, excluding federal holidays. If the Contractor wishes to perform any services outside of the normal hours of operation, the Contractor shall coordinate with the AVAMC Safety Office no later than one week prior to the scheduled event. In the event of emergency circumstances, accommodations may be made on a case-by-case basis.

3.2.2. Facility Closure Days. If any facility locations are closed due to snow, hurricane, or acts of God, the Contractor shall reschedule work planned for this time.

3.2.3. The Contractor shall not be required to work any of the following federal holidays:

New Year’s Day - 1 January

Martin Luther King Day - 3rd Monday in January

President's Day - 3rd Monday in February

Memorial Day - last Monday in May

Juneteenth - 19 June

Independence Day - 4 July

Labor Day - 1st Monday in September

Columbus Day - 2nd Monday in October

Veteran’s Day - 11 November

Thanksgiving Day - 4th Thursday in November

Christmas Day - 25 December

3.2.3.1. If a holiday falls on Saturday, the preceding Friday shall be observed. If a holiday falls on Sunday, the following Monday shall be observed. If a holiday falls on a scheduled service day, the Contractor shall be responsible for rescheduling services for the first day post the holiday observance.

3.3. English Language Requirement. All Contractor personnel shall read, understand, speak and write English fluently.

3.4. Contact Requirements. The contractor's representative shall be available within 2 hours to meet on the installation or by telecom with the AVAMC Safety Office Official and/or with other government personnel during normal duty hours to discuss issues or concerns.

3.5. Communication. Contractor personnel shall maintain open and professional communication with government personnel at all times. Complaints validated by the Government POC will be reported to the CO. Failure of the Contractor to take corrective action on validated complaints raised by the Government POC and the CO will be considered a failure to perform.

3.6. Appearance. Contractor personnel shall present a professional, conservative, and neat appearance. Contractor personnel shall report for duty in a professional manner, in appropriate attire and having complied with socially acceptable standards of personal hygiene.

3.7. Contractor Identification. All Contractor personnel attending meetings and working in other situations where their contractor status is not obvious are required to identify themselves as such to avoid being mistaken for Government officials. Contractors performing work at Government workplaces shall provide their employees with an easily readable identification (ID) badge indicating the employee's name, and the Contractor's name. Contractors shall require their employees to wear the ID badges visibly when performing work at Government workplaces. Contractor personnel must also ensure that all e-mails, documents, or reports they produce are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All signature blocks on e-mails shall indicate the Contractor's name.

3.8. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned vehicle or privately-owned vehicle while on any Department of Veterans Affairs Veterans’ Health Administration’s property.

4.0. INFORMATION SECURITY

4.1. Background

In accordance with VA policy, contractors’ storage, generation, transmission or exchanging of VA sensitive information requires appropriate security controls to be in place. The VA Information Security Program policy – VA Directive and Handbook 6500 and additional 6500 series directives and handbooks - provide the framework for information security within VA.

4.1.1. The scope of this contract shall not include the acquisition of only commodities or goods (e.g. equipment or software) except as necessary for repairs or OEM required software updates to the equipment within the scope of this contract where the equipment within this scope does not connect to the VA information technology network in any way.

4.1.2 This contract shall not involve VA Sensitive information.

4.1.3 This contract requires services of contractor personnel which will not perform a function that requires access to a VA system or VA sensitive information (e.g., system administrator privileged access to a VA system, or contractor systems or processes that utilize VA sensitive information).

4.1.4 This contract may require use of a contractor owned Information Technology (IT) system or computer assets located at an offsite location.

4.1.5 The contractor owned IT system shall not be connected to a VA network.

4.1.6 The contractor shall have exclusive administrative control of the contractor owned IT components.

4.1.7 The scope of this contract shall not include processing or storing VA Information.

4.1.8 This contract shall not include services that involve connection of contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., nonpublic) network.

4.1.9. The scope of this contract does not involve the storage, generating, transmitting, or exchanging of VA sensitive information.

5.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

5.1 Introduction

This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) titled WATER DISCHARGE TESTING. This plan sets forth the procedures and guidelines the AVAMC Safety Office will use in ensuring the required performance standards or services levels are achieved by the contractor.

5.1.1. Purpose

5.1.1.2. The purpose of the QASP is to describe the systematic methods used to monitor performance and identify required documentation and resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in Attachment 1: PERFORMANCE REQUIREMENTS

SUMMARY.

5.1.1.3. This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

5.2. Performance Management Approach

5.2.1 The PWS structures the acquisition around what service or quality level is required, as opposed to how the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by the Safety Office at the Alexandria VA Medical Center to monitor and manage the contractor’s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved.

Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management. This analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

5.2.2. Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed if the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A “results” focus provides the contractor flexibility to continuously improve and innovate over the course of the contract if the critical outcomes expected are being achieved and/or the desired performance levels are being met.

5.3. Performance Management Strategy

5.3.1. The government representative(s) will monitor performance to determine how the contractor is performing against communicated performance objectives. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

6. ROLES AND RESPONSIBILITIES

6.1. The Contracting Officer (CO/KO)

The CO is responsible for monitoring contract compliance, contract administration, and cost control, and resolving any differences between observations documented by the Safety office of the Alexandria VA Medical Center ("Contracting officer's representative (COR), or " Environmental Protection Specialist") and the contractor. The CO will designate a COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor’s performance, and must be identified and designated by the CO.

6.2 The COR

The COR is designated in writing by the CO to act as their authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor’s performance. The COR is not empowered to make any contractual commitments or authorize any contractual changes on the government’s behalf. Any changes the contractor deems may affect contract price, terms, or conditions must be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor’s work performance.

Government surveillance may occur under the inspection of services clause for any service relating to the contract.

6.3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS

The required performance standards and/or quality levels are included in the Performance Requirements Summary.

7 METHODOLOGIES TO MONITOR PERFORMANCE

7.1 Surveillance Techniques. To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate.

8.0 CUSTOMER FEEDBACK

8.0.1 The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

8.0.2 Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems, but the customer always has the option to communicate complaints to the CO or COR, as opposed to the contractor.

8.0.3 Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate.

8.1 Acceptable Quality Levels

8.1.1 The acceptable quality levels (AQLs) included in the Performance Requirements Summary for contractor performance are structured to allow the contractor to manage how the work is performed. Levels of performance are keyed to the relative importance of the task to the overall mission performance at Alexandria VA Health Care System.

9.0 QUALITY ASSURANCE DOCUMENTATION

9.1 The Performance Management Feedback Loop

The performance management feedback loop begins with the communication of expected outcomes.

the performance monitoring techniques shown in Attachment 1.

10.0 MONITORING FORMS

10.1 The government’s QA surveillance, accomplished by the COR or the Environmental Protection Specialist, will be reported using the monitoring form in Attachment 2. The forms, when completed, will document the government’s assessment of the contractor’s performance under the contract to ensure the required results.

10.1.2 The COR will retain a copy of all completed QA surveillance forms.

11.0 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

11.1 Reporting

11.1.1 After each quarterly and semi-annual water sampling is completed and test results have been received by the Safety Office, the Environmental Protection Specialist will prepare a written report for the COR summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This report, which includes the completed quality assurance monitoring forms (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

11.2 Reviews and Resolution

11.2.1 The Environmental Protection Specialist may require the contractor’s project manager or designated alternate to meet with the COR and other government personnel as deemed necessary to discuss the performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor: however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

a. Monthly performance assessment data and trend analysis;

b. Issues and concerns of both parties;

c. Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis;

d. Recommendations for improved efficiency and/or effectiveness; and

e. Issues arising from the performance monitoring processes.

11.2.2 The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

11.2.3 The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the procuring CO (PCO) or ACO.

12.0 GOVERNMENT FURNISHED EQUIPMENT, SUPPLIES AND/OR SERVICES.

12.1 Utilities. The Government will provide the utilities necessary for the Contractor to perform services in accordance with the terms and conditions of the contract.

12.2 Security, Fire and Medical Services. The Government will provide police and fire protection.

13.0 Invoice and Payment:

Offeror shall submit quotes upon completion. See VAAR Clause 852.232-72, Electronic Submission of Payment Requests for invoicing procedures. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR). A properly prepared invoice will contain:

a) Invoice Number and Date

b) Contractor’s Name and Address

c) Accurate Purchase Order Number

d) Supply or Service provided

e) Total Amount Due

Payments shall be made in accordance with the Prompt Payment Act out of the Government annual appropriated funds obligated in a task order which will be issued after the contract is awarded.

Note: Invoices that are not in compliance with the aforementioned requirements under this paragraph will be rejected for payments and required to be resubmitted

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered;

and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212- 5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C. 1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.

(End of Clause)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

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

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

C.2 52.216-18 ORDERING (AUG 2020)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 09/01/2025 through 08/31/2030.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) A delivery order or task order is considered "issued" when—

(1) If sent by mail (includes transmittal by U.S. mail or private delivery service), the Government deposits the order in the mail;

(2) If sent by fax, the Government transmits the order to the Contractor’s fax number; or

(3) If sent electronically, the Government either—

(i) Posts a copy of the delivery order or task order to a Government document access system, and notice is sent to the Contractor; or

(ii) Distributes the delivery order…