36C26026Q1017.docx

36C26026Q1017

GENERAL INFORMATION

SET-ASIDE

PRODUCT SERVICE CODE*

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contracting Specialist Tyrone Whalen Tyrone.Whalen@va.gov

PLACE OF PERFORMANCE

3710 NW US Veterans Hospital Road

Portland OR

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.2, “Streamlined Procedures for Solicitation, Evaluation, and Award for Acquisition of Commercial Products and Commercial Services. “Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes only the solicitation; quotes are being requested, and a written solicitation document will not be issued.

This is a Request for Quote (RFQ), and the solicitation number is 36C26026Q1017. The Government anticipates awarding five-year firm-fixed price purchase order.

This is a solicitation for Admin management, Data management, software development (Quality Assurance Inspection Software) Services for the Portland VA Medical Center. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 Effective March 13th, 2026.

This solicitation is set as set-aside for Service-Disabled Veteran Owned Small business (SDVOSB) and is being Competed as such. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, with a business size of $34 Million, and the Product Service Code (PSC) is H979.

The Department of Veterans Affairs, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Portland VA Medical Center, is seeking the following Service and Support in compliance with the included Statement of Work.

Page 1 of

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

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

ARE

ARE NOT ATTACHED.

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

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

648-27-2-5104-0008

09-28-2026 Tyrone Whalen 360 553-7671 10-13-2026 5pm

PDT

36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

X

Y 541519 $34 Million

Net 30

N/A

36C260 Department of Veterans Affairs Portland VA Medical Center

3710 NW US Veterans Hospital Road Portland OR 97239 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Dept of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO BOX 149971

Austin TX 78714-9971

See CONTINUATION Page Admin Management, Data Management, and Software Development (Quality Assurance Inspection Software) for Portland VAMC 3710 NW US Veterans Hospital Road Portland, OR 97239 See Statement of Work.

Period of Performance:

Base: 01/01/2027 - 12/31/2027 Option Year One (1): 01/01/2028 - 12/31/2028 Option Year Two (2): 01/01/2029 - 12/31/2029 Option Year Three (3): 01/01/2030 - 12/31/2030 Option Year Four (4): 01/01/2031 - 12/31/2031

Question shall be accepted until 5:00pm EST. 10/05/2026.

VA Contracting POC: Tyrone Whalen at Tyrone.Whalen@va.gov

IMPORTANT! Contractors shall reference section E.2 for quote submission instructions and questions. Parts 1-3 are required to be considered further.

See CONTINUATION Page

648-3670162-5104-856100-2542 0100501X3

One(1)

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C260 Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

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

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Page 1 of B.2 Statement of Work (SOW) The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), manages the largest medical system in the United States, providing care to over 8.9 million Veterans, employing 180,000 medical personnel and operating 171 hospitals in 18 regions throughout the continental United States., Alaska, Caribbean and Hawaii. The goals of VA Northwest Health Network are to provide the capability of managing operations for all the stations and their business units including Sanitation; Linen/Laundry; Grounds keeping; Waste Management; Pest Control; Inspections; Asset Management; and Cost/Budget Management. The VA Environmental Management Services (EMS) Unified Platform Software-as-a-Service (SaaS) system is projected to have approximately 20 users of the service in some form of administrative capacity.

1. SCOPE OF WORK

1.1 Contractor shall provide all labor, materials, tools and equipment, training, maintenance, technical support, travel, project management and supervision required to provide access and support to a Single comprehensive, Environmental Management Services (EMS) Software-as-a-Service (SaaS) system.

2. PERFORMANCE PERIOD

2.1 The Period of Performance (POP) shall be a Base Year Period of (1) year with the Governments option to extend the contract for four (4) 12-month option periods. Base Year Coverage shall not begin until the “Go Live” date commences. Government may exercise the option for additional licenses for additional modules. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

3. PLACE OF PERFORMANCE

3.1 Tasks shall be performed at Contractor facilities while training shall be conducted at Government facilities.

NATIONAL HOLIDAYS OBSERVED BY THE GOVERNMENT

The President of the United States of America may declare additional days as a federal holiday, and if so, this holiday will automatically be added to the list above. When a holiday falls on a 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.

4. Performance Goals

4.1 Contractor shall provide necessary resources for record integration to help the government load up to two (2) years of EMS records from the facility. Data to be provided by the government and will come in various formats including, words document, spreadsheets, electronic forms and others. Vendor is not responsible for missing data but will work with the Point of Contact (POC) for data fallouts.

4.2 Contractor shall report and provide the Point of Contact (POC) with Deliverable Reports in electronic form in Microsoft Word formats. The report shall include detailed instructions/explanations for each milestone accomplished through and up to project completion. These reports shall reflect information as of the last day of the preceding period.

Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, Contractor shall provide an explanation including their plan and timeframe for resolving the issue.

Contractor shall monitor performance against deliverables and report any deviations and keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

5. SYSTEM ADMINISTRATION

5.1 Contractor shall provide maintenance and support services as further defined herein.

5.2 Upon completion of the installation, training, final acceptance testing, Contractor shall provide all maintenance and support services to ensure that the SaaS Environmental Management Servies (EMS) Software System continues to function 99.0% of the time 24 hours per day 365 days per year. “System Availability” shall not include any minutes of downtime resulting from:

i. Scheduled maintenance pre-approved by the VA,

ii. Events of force majeure,

iii. Malicious attacks on the system

iv. Issues associated with VA’s computing devices, local area networks or internet service provider connections, or

v. Contractor’s inability to deliver services because of VA’s acts or omissions.

5.3 All new software versions shall be covered in the maintenance services, including all subsequent versions designed to replace the version installed under this contract.

5.4 Maintenance and systems support (Tier II Help Desk) shall be provided during the entire contract period as well as during any contract authorized option extension periods.

5.5 Contractor shall distribute maintenance notification updates or releases by using appropriate electronic or printed media to the POC.

5.6 Sixty (60) days prior to the expiration of each contact period Contractor shall validate that the system’s user information for inspectors and users is accurate as of that date. Contractor shall:

i. Compile a list of valid users and delete users that no longer have a valid email address;

ii. Coordinate the list with the POC;

iii. Update the coordinated list and that number is used to true-up the number of users utilized for computation of any license for the upcoming option year of the contract.

6. SYSTEM AND ACCEPTANCE PLAN

6.1 A system testing and acceptance plan shall be submitted to POC for review and approval within 5 days after the contract is awarded. The plan must test the functionality of the software, connectivity and operational readiness of users. Government will provide test cases designed to stress the system capabilities. Any problems must be identified and be corrected by Contractor before the system can be re-tested. The system must pass the testing and be accepted prior to invoicing. As a minimum, Contractor shall include and execute the following in the acceptance test plan:

a. Phase One testing shall demonstrate each facility’s interface/access and verify conductivity and that there is no degradation to the system response.

b. Phase Two testing shall demonstrate the analytical data input, extraction and reporting capability of the SaaS Environmental Management Services (EMS) Software System.

c. Phase Three testing shall demonstrate end-to-end functionality of SaaS Environmental Management Services (EMS) Software System.

7. DELIVERABLE

7.1 System Testing and Acceptance Plan

8. EMERGENCY OPERATIONS

8.1 Contractor shall possess and keep current and test disaster recovery and failover capabilities to mitigate the occurrence of hardware and software failure, power outages, and disruptions that may be caused by natural occurrence (such as hurricanes, tornadoes, earthquakes, etc.). Contractors shall provide remote location system roll over function of the system and backup of all software and data.

9. HELP DESK SUPPORT

9.1 Government will provide Tier I (Basic) user support affiliated with basic system functions (administrator assignments/accounts, system/site/location hierarchy maintenance, etc.). Contractor shall provide Tier II (Advanced) Help Desk support to government users, of all aspects of the service purchased under this contract.

9.2 Contractor shall provide Tier 2 Help Desk support via phone, email and/or chat accessible to government users from Monday through Friday between the hours of 8:00am Pacific Time and 6:00pm Pacific Time, excluding federal holidays. Help Desk support shall be available 24/7 during times of National Crisis either man-made or natural to support the Nation Response Framework Plan.

10 LICENSES

10.1 Contractor shall provide Licenses to 10 initial users to access an Environmental Management Services (EMS) Software-as-a-Service (SaaS) system. This solution shall offer management functionality to streamline, standardize, as well as an innovative approach that helps the EMS team.

11. SOFTWARE MAPPING

11.1 Government will accept only a Commercial Off-The-Shelf (COTS) SaaS Environmental Management Services (EMS) Software system. The system can be configurable to make it fully operational. Systems requiring development, customization or modifications to make the software operational is not desired and will not be accepted. Contractor’s system must support mapping of the software to a government provided complex organizational structure that includes varying user access and permissions. Must uniquely identify and authenticate organizational users and associate that unique identification with processes acting on behalf of those users. System must implement multi-factor authentication for access to the system and implement replay-resistant authentication mechanisms for access. Must obscure feedback of authentication information during the authentication process to protect the information from possible exploitation and use by unauthorized individuals. The software must be delivered and fully operational at contract award.

Contractor shall include unlimited, non-exclusive software and interface site licenses for all products/services to include license and training for individual facilities defined by the Government.

12. UPGRADES AND ENHANCEMENTS TO SOFTWARE

12.1 Contractor shall update all software and supporting electronic literature and software updates as implemented, limiting the days and times the system is not available for use by scheduling updates during non-working days and hours as feasible.

Within 30 days after release, Contractor shall provide the latest upgrades/version changes/updates, enhancements and corrections to the SaaS Environmental Management Services (EMS) Software System. Upgrades/version changes are defined as software improvements to the already existing software. Contractor shall provide updates that are:

a. Initiated by the software publisher to improve functionality of the SaaS Environmental Management System (EMS) Software System.

b. To maintain the SaaS Environmental Management System (EMS) Software System compliant with new regulatory requirements.

13. INITIAL USER TRAINING

13.1 Prior to the “go-live” date, Contractor shall provide on-site and web-based technical, end-user training on the use and operations of the software in accordance with (IAW) Contractor’s Integrated Master Schedule. Final dates and times for all training at each location shall be agreed upon between Contractor and the POC. Contractor shall provide the POC with an electronic list of persons who attended each training event.

a. Initial training.

i. Classroom based training. Contractor shall provide a minimum of one (1) instructor to provide training to users on-site at each facility. Classes shall each be approximately one (1) day in length or a portion thereof. Breaks shall be scheduled every two (2) hours, and a lunch break must be incorporated into the schedule. Total number of users to be trained is determined by how many licenses is acquired. Government will provide the final number of personnel to be trained to Contractor at time of kick of meeting.

ii. Objectives for user training. The following are minimum topics to be covered during training. Contractor shall provide training sufficient for users to utilize the system in the performance of their jobs. As a minimum, after training users shall be able to demonstrate proficiency in:

a) Assigning access to facility staff.

b) Completion of relevant unit level forms.

c) Entering inspection findings.

d) Generating different reports.

e) Managing unit level spending and budget controls.

f) Initiate project management

Contractor shall evaluate the proficiency of students by requiring each student to demonstrate standard practical system functions. Students identified as requiring remedial instruction shall be provided one-on-one instruction in areas where a weakness was demonstrated. At Contractor’s option the instruction may be face-to-face, via the web or other method to address the weakness.

13.2 Each location will provide a training room with computers capable of accessing the web. To not delay training Contractor shall coordinate with POC to test each training center’s computer’s access to the Environmental Management Services (EMS) Software System before class begins.

14. TRAVEL COST

14.1 The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to conduct training throughout the period of performance (POP). Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

15. SOFTWARE LICENSE, MAINTENANCE AND TECHNICAL SUPPORT

15.1 Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. If Contractor is a reseller and not the Licensor, Contractor remains responsible for performance under this order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This usually is designated by a change in the number to the left of the decimal point.

15.2 Software License

a) Unless otherwise stated in the Schedule of Supplies/Services, the Statement of Work (SOW) or Product Description, the software license provided to the Government is a Software as a Service (SaaS, non-exclusive license to use the software.

b) All limitations of software usage are expressly stated in the Schedule of Supplies/Services and the product description.

15.3 Software Maintenance and Technical Support

a) If the Government desires to continue software maintenance and support beyond the period of performance identified int this contract or order, the Government will issue a separate contract to order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received Contractor is neither authorized not permitted to renew any of the previously furnished services.

b) Contractor shall provide software support services, which include periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by Contractor to its commercial customers so as to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) Contractor shall provide all maintenance services in a timely manner in accordance with Contractor’s customary practice or as defined in the Statement of Work/Product Description. However, prolonged delay (exceeding 2 business days) in resolving software problems will be noted in the Government’s various past performance records on Contractor (e.g., www.pirs.gov).

e) If the Government allows the maintenance and support to lapse and subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

15.4 Disabling Software Code

a) The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency, of duration of use, or other limiting criteria. If any such disabling code is present, Contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge Contractor for consideration for the time and effort expended in removing the code.

15.5 Manuals and Publications

a. Upon Government request, Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this contract or order at no cost.

16 SPECIFIC TASKS AND DELIVERABLES

16.1 Reporting Requirements

i. Contractor shall provide the POC with Deliverable Reports in electronic form in Microsoft Word formats. The report shall include detailed instructions/explanations for each milestone accomplished through and up to project completion. These reports shall reflect information as of the last day of the preceding period.

The Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, Contractor shall provide an explanation including their plan and timeframe for resolving the issue. Contractor shall monitor performance against deliverables and report any deviations. Contractor shall keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

16.2 Deliverable

A. Periodic Progress Report

17 FUNCTIONAL REQUIREMENTS

17.1 Environmental Management Services (EMS) Software system shall

i. Control EMS operational data (data is encrypted in transit and at rest).

ii. Allow for documenting operations at the business units level.

iii. Track Loads, tonnage, usage, deficiencies, labor, types and costs.

iv. Track projects, tasks, milestones, schedules

v. Track assets, locations, part number, model number manufactures, types and asset numbers

vi. Track cost for labor, utilities, contractors and other expenses

vii. Track budgets and spending

viii. Reports (Local, Regional, National)

1) Capability to configure standard audit reports generated from operational data.

2) Generate user defined ad-hoc reports from operations.

3) Capability to generate Dashboard for Performance Measure.

17.2 Provide EMS Administration Functions

i. Provide multiple levels of access to support all organizational levels (administrator, national, regional, local, Chiefs, etc).

ii. Maintain historical data.

iii. Auto-generate analytics and trending to provide continuous operational overview.

iv. Store electronic forms and unit data from operations.

17.3 Access EMS operational data (must implement Denial-of-service Protection)

i. Local (VA Medical Center or equivalent)

ii. Notify appropriate users via on-screen alerts when action needed.

iii. Allow facility level (local) to use for internal inspections without higher level (regional or national) approval.

iv. Regional (Veterans Integrated Service Network (VISN) or equivalent)

1) Ability to give users access to appropriate personnel at the regional level.

2) Allow for report generation and viewing.

3) Allow for standardized data aggregation and flow of data

v. National

1) Ability to give users access to appropriate personal at the national level.

2) Allow for report generation and viewing.

3) Allow for standardized data aggregation and flow of data.

17.4 Host and Maintain EMS records, forms, documents in electronic format for all units (system must be a single tenant deployment model).

17.5 Provide configurability (must separate user functionality, including user interface services, from system management functionality)

1. Government defined focus areas inspection criteria and data management.

2. Create custom data forms and inspection checklists or guides.

3. Track multiple types of data management forms and inspections/audits simultaneously.

18 TECHNOLOGY REQUIREMENTS

a. The Environmental Management Services (EMS) Software System shall Meet NIST 800-145 requirements for SaaS and NIST 800-53 REV.3 requirements for Certification and Accreditation.

b. Be registered on eMass with current and approved VA authorization to operate (ATO)

c. Have a Federal Risk and Authorization Management Program (FedRAMP) id number

d. Be a web based application that shall be fully accessible via standard web browsers with no third party software requirements thus maintaining no administrative client setup and be hosted using secure Federal Risk and Authorization Management Program approved infrastructure.

e. Utilize a data security interconnection infrastructure that shall address storage, generating, transmitting, and exchanging data.

f. Interfacing with common leading software platforms and operating systems.

g. Have the ability to run on virtual server hosted on government network.

18.1 Technical Kickoff Meeting

a. Contractor shall hold a technical kickoff meeting within 10 days after contract award. Contractor shall present, for review and approval by the Government, the fully deployed Environmental Management Services (EMS) Software-as-a-Service (SaaS) system. Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), Point of Contact (POC), and the VA PM.

18.2 Parking and Speed Limit

a. Park only in areas designated by the facility guideline or otherwise directed by Police and Security Service personnel. Contractor shall conform to the speed limit set at each Government facility. Should Contractor personnel receive a citation for parking, speeding or other infraction from VA Security, the offenses will be handled in Federal Court as they are Federal offenses.

18.3 Invoice and payment

a. Contractor shall submit invoices annually at beginning of the period. The invoice must have at a minimum, the contract number, assigned purchase order, assigned obligation number, date order was placed, date order was shipped, and any additional necessary detailed information to identify service rendered. Payment on invoice may be delayed if invoice(s) are not completed properly.

18.4 Rates

a. Please submit pricing for a base year with four (4) option years. The pricing shall be all inclusive, to include all Contractor costs, all applicable fees, labor, materials, tools, equipment, licenses, delivery costs and all other services necessary to perform the services as stated herein.

19 RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS

19.1 Records management obligations applicability

a. This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the records exist.

19.2 Definitions

a. “Federal records” as defined in 44 U.S.C. 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

b. The term Federal record:

1. Includes VA records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their VA contract.

4. May include deliverables and documentation associated with deliverables.

19.3 Requirements

1) Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2) In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21,29,31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3) In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4) VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5) The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material form Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of Contracting Activity. When information data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the (Contract Vehicle). Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6) The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and /or records generated under, or relating to, contracts. The Contractor (and any subcontractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7) The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contact and in accordance with VA policy.

8) The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

9) The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10) The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11) Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and annual or refresher training.

19.4 Flow-down of requirements to subcontractors

1) The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this (contract vehicle), and require written subcontractor acknowledgment of same.

2) Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SOFTWARE PACKAGE FOR EMS STAFF TO INCREASE QUALITY OF CLEANING FOR VAPORHCS

Contract Period: Base POP Begin: 01-01-2027 POP End: 12-31-2027 PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services PRODUCT/SERVICE CODE: H979 - Other Quality Control, Testing, and Inspection - Cleaning Equipment and Supplies

SOFTWARE PACKAGE FOR EMS STAFF TO INCREASE QUALITY OF CLEANING FOR VAPORHCS

Contract Period: Option 1 POP Begin: 01-01-2028 POP End: 12-31-2028

PRODUCT/SERVICE CODE: H979 - Other Quality Control, Testing, and Inspection - Cleaning Equipment and Supplies

SOFTWARE PACKAGE FOR EMS STAFF TO INCREASE QUALITY OF CLEANING FOR VAPORHCS

Contract Period: Option 2 POP Begin: 01-01-2029 POP End: 12-31-2029

PRODUCT/SERVICE CODE: H979 - Other Quality Control, Testing, and Inspection - Cleaning Equipment and Supplies

SOFTWARE PACKAGE FOR EMS STAFF TO INCREASE QUALITY OF CLEANING FOR VAPORHCS

Contract Period: Option 3 POP Begin: 01-01-2030 POP End: 12-31-2030

PRODUCT/SERVICE CODE: H979 - Other Quality Control, Testing, and Inspection - Cleaning Equipment and Supplies

SOFTWARE PACKAGE FOR EMS STAFF TO INCREASE QUALITY OF CLEANING FOR VAPORHCS

Contract Period: Option 4 POP Begin: 01-01-2031 POP End: 12-31-2031

PRODUCT/SERVICE CODE: H979 - Other Quality Control, Testing, and Inspection - Cleaning Equipment and Supplies

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) 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.

(c) 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.

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

(e) 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 FAR 52.233-1, Disputes, which is incorporated in this contract by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(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. Examples of occurrences include 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. When an excusable delay occurs, the Contractor shall—

(1) Notify the Contracting Officer in writing as soon as possible;

(2) Remedy the delay as quickly as possible; and

(3) Notify the Contracting Officer when the occurrence is over.

(g) Invoice. The Government will handle invoices according to the Prompt Payment Act (31 U.S.C. 3903) and 5 CFR part 1315. The Contractor shall submit invoices to the address designated in the contract to receive invoices. An invoice must include the information required by 5 CFR part 1315.9(b).

(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) 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 that appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(4) 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;

(D) Contractor point of contact; and

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

(5) 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 FAR part 33 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 FAR part 32).

(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 termination for cause.

(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 for interest credits prescribed in FAR part 32 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 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.