36C26224Q1220.docx

SUBJECT*

PRESORT MAIL-SCM - POP (09/01/2024 - 08/31/2025)

GENERAL INFORMATION

Network Contracting Office (NCO) 22 Carl T. Hayden VA Medical Center (VAMC) 650 East Indian School Road Phoenix, AZ 85012-1839

POINT OF CONTACT*

Contracting Officer Norman Napper-Rogers Norman.Napper-Rogers@va.gov

PLACE OF PERFORMANCE

VA Loma Linda Healthcare System (VALLHCS)

Jerry L. Pettis VA Medical Center (VAMC)

11201 Benton Street

Loma Linda CA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

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

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05.

This solicitation is set-aside for 100% Service-Disabled Veteran-Owned Small Business (SDVOSB), IAW VAAR 819.7007 VA veteran-owned small business set-aside procedures. VAAR Subpart 819.70, the VA Veterans First Contracting Program.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561499, with a small business size standard of $21.5 Million.

The FSC/PSC is R613.

The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), 11201 Benton Street, Loma Linda, CA 92357-1000, is seeking to purchase presort mailing services.

All interested companies shall provide quotations for the following:

Supplies/Services

STATEMENT OF WORK

1. Contract Title

Presort Mail - SCM.

2. Background

The VA Loma Linda Healthcare System (VALLHCS) is comprised of two campuses and ancillary facilities in the Inland Empire area. VALLHCS sends out a high volume of mail, much of it comprised of appointment reminder forms and other patient notifications. Increased efficiency is needed to minimize cost and maximize the patient-care experience for each dollar spent. The locations of the two campuses are: Jerry Pettis Memorial Hospital, 11201 Benton Street, Loma Linda, CA 92357; Ambulatory Care Center, 26001 Redlands Boulevard, Redlands, CA 92373; B. The Contractor shall pick up the mail once per day for barcoding, presorting, and delivery to the United States Postal Service (USPS) and shall comply with this Statement of Work (SOW), all VA, local, state, and Federal policies, and regulations.

3. Objective

The objective of this firm fixed-price service contract is to have a contractor to provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, ICRA Barriers, supervisors, and qualified personnel to provide presort mailing services at the VA Loma Linda Healthcare System. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

4. Scope

4.1. Specific Requirements:

4.1.1. The purpose of this contract is for the contractor presorting by nine-digit zip code, barcoding, and commingling mail with that of other customers so that the mail can sent at discounted rates instead of the higher non-bulk rates charged by the U.S. Postal Service (USPS) per piece of standard mail. The contractor will never become involved with the content of the mail but will pick it up sealed and addressed at VALLHCS, sort it, and send it to the addresses printed on the envelopes.

4.1.2. The Contractor will process VALLHCS mail in such a way as to qualify for the lowest USPS rates for Standard Mail.

4.1.3. The Contractor and VALLHCS will mutually work out standard operating procedures which will preclude any need for the Contractor to return mail to VALLHCS instead of delivering it to the USPS.

4.1.4. The Contractor will provide all transportation and sorting services. VALLHCS will provide postage per piece of mail.

4.1.5. The Contractor shall furnish vehicles dedicated for contract use within normal working hours. Fuel, maintenance, and other operating costs for vehicles is the responsibility of the Contractor. Vehicles must be closed and secured during transport and when unattended when mail is aboard. The Contractor shall furnish all labor and ancillary equipment, such as protective covers, dollies, rollers, skids, hand trucks, ramps, pry bars, pallet jacks, truck platforms and any other tools needed to perform work under the contract.

4.1.6. The Contractor will pick up VALLHCS mail at the Mailroom, located at 10418 Enterprise Drive, Redlands, CA 92374 daily, Monday through Friday, excluding federal holidays, and will complete sorting and deliver the mail to the USPS in accordance with USPS regulations, daily.

4.2. Additional Requirements:

4.2.1. The contractor shall furnish all facilities, equipment, materials, and labor required to meet the requirements of this contract which shall include, but is not limited to:

4.2.2. Pick up, barcoding, presorting mail and delivery to the Post Office.

4.2.3. Contractor to provide mail trays and have equipment available to load and unload pallets (pallet jack).

4.2.4. Permit mail report (PS 3600-R), bar-coding and presort shall be in accordance with the latest United States Postal regulations and with the Domestic Mail Manual (DMM). All contract work shall be performed in contractor-owned facilities. VALLHCS mail contains Personally Identifiable Information (PII) that must be protected from unauthorized disclosure.

4.2.5. Contractor site must be secure to prevent unauthorized individuals from access to the VALLHCS mail. Any lost or stolen mail must be reported as soon as it is known to the COR. The number of letters missing must be reported as well as the circumstances surrounding the loss.

4.2.6. The contractor will be responsible for all coordination necessary with the United States Postal Service. The contractor must process a sufficient volume of daily mail to ensure that VA's mail qualifies for the highest possible postage discount rate for a minimum of 85% of VA Mail.

4.2.7. When necessary, the contractor will be responsible for storage of all mail prior to its release date, unless otherwise specified. All mail will be separated into two categories of weight (mail up to one ounce and mail over one ounce) and into two categories of destination (domestic and foreign) and given to the contractor as it is processed. VALLHCS mail shall be commingled with mail from other customers of the contractor in order to insure that VALLHCS mail receives the highest postage discounts possible.

4.2.8. The contractor shall return any mutilated mail within 24 hours of mutilation. All original mutilated letters will be returned to the Contracting Officer's Representative (COR).

4.2.9. The contractor shall provide a minimum of one daily pickup no earlier than 10:00 AM, Monday through Friday. The designated COR will be provided with the schedule for pickup. Changes to the regularly scheduled pickup time will be coordinated and agreed upon by both the COR and contractor.

4.2.10. The contractor will be notified at least one week in advance of any peak workload periods.

4.2.11. Additionally, at the request of the VALLHCS, the contractor shall provide special pickups of mail, in varying amounts, in addition to scheduled pickups.

4.2.12. Contractor must provide Fast Forward address update and National Change of Address (NCOA) address correction to comply with US Postal Service move update requirements.

4.2.13. All mail shall be processed and sprayed with a barcode representing the Zip+4+2 zip code. Presorted and released to the US Post Office on the same day released from VALLHCS. The bar-coded Zip+4+2 zip code is to be correct for the street, city, and state address.

4.2.14. The contractor shall ensure that the final bar-coded and presorted mail product will be in accordance with the most recent USPS requirements in effect. Pickups and deliveries will be made at the Mailroom, 10418 Enterprise Drive, Redlands, CA 92374.

4.2.15. The contractor shall submit at a minimum quarterly invoice. This invoice shall include a breakdown of cost and number of pieces, number of pieces not qualifying for a presort rate (residual- which will not exceed 3% of total volume), the cost for encoding, and any special services which will have been provided.

4.2.16. As is required when permit imprinted envelopes are used for mailing, the contractor will provide the USPS with the Statement of Mailing with Permit Imprint First-Class Mail PS 3600-R report. On a weekly basis, the contractor will provide the COR with a written report (which may be electronically transmitted) to include the following information for the previous week s processing: a count of envelopes released, number of mutilated letters returned, cost and count of qualified and residual pieces, a breakdown by postage cost and number of pieces for both one ounce and two ounce mail, and copies of PS 3600-R for each day of the previous week.

4.2.17. The contractor shall be responsible for all costs for any presorted mail rejected by the USPS during the verification process. On occasion the VALLHCS has experienced blank envelopes or letters without the address showing through the window being sent to the contractor for bar-coding and presorting. These envelopes will reject since an address will not be readable.

4.2.18. The contractor must return this rejected mail to the COR on the next pickup of mail from the VALLHCS for reprocessing without additional cost to the VA. The contractor shall return all undeliverable mail to the COR on the next pickup of mail from the VALLHCS.

4.3. Contract Line Items (CLINs):

4.3.1. Presort Postage Service - first class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the SOW. Estimated 30,000 pieces of mail monthly @ variable rates per piece based on weight.

4.3.2. Domestic Comingled Mail Service - work to be performed in accordance with the SOW. Estimated 30,000 pieces of mail monthly--appointment letters, flu shot notices and miscellaneous items. Mail Courier to perform duties as per SOW.

4.4. Services Not Covered:

4.4.1. Any work other than as specified in the contract shall be identified as a non-priced task, and if determined by the Contracting Officer (CO) to be within the overall scope of the contract, work shall be added by a modification to the contract. Any work requested that is identified as outside the scope of the contract shall be addressed by the facility as a separate procurement.

4.5. Post Award Conference/Periodic Progress Meetings:

4.5.1. The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5.

4.5.2. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

4.5.3. These meetings shall be at no additional cost to the government.

4.6. Quality Control:

4.6.1. The firm shall establish a quality control plan specifying standards of performance. The quality control plan shall be provided to the technical representative who will ensure the firm’s performance achieves the standards.

5. Security Requirements

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

This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6.

6. Data Rights:

6.1. The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

7. Period of Performance

Work Hours

Normal hours of operation are Monday through Friday from 8:00 am to 4:30 pm Pacific time. All work is expected to be performed generally during normal hours of coverage unless requested or approved by the COR or his/her designee.

Before commencement of work, the Contractor shall confer with the VA COR and Contracting Office to agree on a sequence of procedures; means of access to premises and building. All work performed, to include delivery of materials and equipment, shall be made with minimal interference to Government operations and personnel.

Work performed outside the normal hours of coverage must be approved by the COR or his/her designee.

All time shall be approved in advance by the Contracting Officer’s Representative (COR). Allow 5-days for approval of any alternate working hours needed.

Federal Holidays

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.

8. Identification, Check-in, Parking, and Smoking Regulations

Identification

The vendor's employees shall wear visible identification at all times while on VALLHCS premises. Contractor employees shall report to VA Police upon entry to the VALLHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee’s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VALLHCS Police if the VALLHCS COR or designee is not available.

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Parking

It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations.

Smoking

Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures.

The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov.

This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.

Weapons and Contraband

Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VALLHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Safety

All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on VALLHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract.

Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property.

Contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137.

Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.

9. Contractor Personnel

Contractor’s Program Manager

The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor’s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

Contractor’s Employees

The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC).

10. Contractor Qualifications & Other Responsibilities

Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees’ fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government.

The Government reserves the right to accept or reject Contractor’s employee for the rendering of services. Complaints concerning Contract Personnel’s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.

11. Insurance Coverage

The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer.

Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.

12. Invoicing and Payment

Overtime & Holiday Pay

Any overtime and/or holiday pay that may be entitled to the Contractor’s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for “availability” or “on-call” services unless otherwise provided herein.

Invoices

Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes.

The Government shall not authorize payment until such time that the VALLHCS COR all properly executed and signed documentation.

No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract.

Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.

The purchase order period of performance is 09/01/2024 – 08/31/2029, with an FOP of destination.

Place of Performance/Place of Delivery

VA Loma Linda Healthcare System (VALLHCS) Jerry L. Pettis VA Medical Center (VAMC) 11201 Benton Street, 1D-01 Loma Linda, CA

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services” (SEP 2023)

2. Addendum to FAR 52.212-1, “Instructions to Offerors—Commercial Products and Commercial Services”

3. FAR 52.252-1, “Solicitation Provisions Incorporated by Reference” (FEB 1998)

4. FAR 52.204-7, “System for Award Management” (OCT 2018)

5. FAR 52.204-16, “Commercial and Government Entity Code Reporting” (AUG 2020)

6. FAR 52.217-5, “Evaluation of Options” (JUL 1990)

7. VAAR 852.239-75, “Information and Communication Technology Accessibility Notice” (FEB 2023)

8. FAR 52.204-24, “Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment” (NOV 2021)

9. FAR 52.204-29, “Federal Acquisition Supply Chain Security Act Orders—Representation and Disclosures” (DEC 2023)

10. FAR 52.212-2, “Evaluation—Commercial Products and Commercial Services” (NOV 2021)

11. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services” (MAY 2024) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (NOV 2023)

· ADDENDUM to FAR 52.212-4, “Contract Terms and Conditions-Commercial Products and Commercial Services” applies to and is included with this acquisition.

· FAR 52.252-2, “Clauses Incorporated by Reference” (FEB 1998)

· FAR 52.203-17, “Contractor Employee Whistleblower Rights” (NOV 2023)

· FAR 52.204-9, “Personal Identity Verification of Contractor Personnel” (JAN 2011)

· FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

· FAR 52.204-18, “Commercial and Government Entity Code Maintenance” (AUG 2020)

· VAAR 852.203-70, “Commercial Advertising” (May 2018)

· VAAR 852.204-70, “Personal Identity Verification of Contractor Personnel” (MAY 2020)

· FAR 52.217-8, “Option to Extend Services” (NOV 1999)

· FAR 52.204-9, “Personal Identity Verification of Contractor Personnel” (JAN 2011)

· FAR 52.204-13, “System for Award Management Maintenance” (OCT 2018)

· FAR 52.204-18, “Commercial and Government Entity Code Maintenance” (AUG 2020)

· VAAR 852.204-70, “Personal Identity Verification of Contractor Personnel” (MAY 2020)

· FAR 52.217-8, “Option to Extend Services” (NOV 1999)

· FAR 52.217-9, “Option to Extend the Term of the Contract” (MAR 2000)

· VAAR 852.219-73, “VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses” (JAN 2023)

· VAAR 852.219-75, “VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction” (JAN 2023) (Deviation)

· VAAR 852.232-72, “Electronic Submission of Payment Requests” (NOV 2018)

· VAAR 852.242-71, “Administrative Contracting Officer” (OCT 2020)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services” (MAY 2024)

The following subparagraphs of FAR 52.212-5 are applicable: (b)(5), (9), (11), (12), (25), (26), (31), (33), (34), (36), (39), (46), (51), (55), (59), (c)(1), (7), and (8).

All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. This is accomplished through the Tungsten Network located at: http://www.fsc.va.gov/einvoice.asp. This is mandatory and the sole method for submitting invoices.

All quoters shall submit the following: All information required by FAR 52.212-1(b) Submission of Offers.

All quotes shall be sent to the Network Contracting Office (NCO) Norman.Napper-Rogers@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

Options will be evaluated at time of award.

The following are the decision factors: Price, and past performance, with price more important.

Past performance will be based on CPARS and FAPIIS ratings. No rating in CPARS is equal to a neutral rating.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Questions shall be received not later than 08/05/2024, 14:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line shall include “QUESTIONS TO RFQ 36C26224Q1220.”

Final submission of your response shall be received not later than 08/09/2024, 10:00 PDT at Norman.Napper-Rogers@va.gov only. Subject line shall include “RESPONSE TO RFQ 36C26224Q1220.”

Submissions shall include your quote using the attached schedule as well as a capabilities statement with qualifications proving all certifications and education required for the work being conducted in the SOW. Submissions not meeting all requirements of the SOW will be considered ineligible for award.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Norman Napper-Rogers, Contracting Officer, Norman.Napper-Rogers@va.gov.

Combined Synopsis/Solicitation Notice

Attachment 2: Tailored FAR 52.212-1 INSTRUCTIONS TO OFFERORS —COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

NOTE: 41 USC Public Contracts uses the term “Quotes” interchangeably with and encompassing bid, or quote, or proposal so it is not necessary to revise the title of the provision but the content of the body is tailorable if identified as an Addendum.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) Provisions 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 version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Nov 2021)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition—

(1) Is set aside for small business and has a value above the simplified acquisition threshold; or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) "Remit to" address, if different than mailing address;

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. The Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest priced quotation.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(1) Availability of requirements documents cited in the solicitation.

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST ( https://assist.dla.mil/online/start/).

(ii) Quick Search ( http://quicksearch.dla.mil/).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard ( https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(k) [Reserved]

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision) A.1 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

(a) Definition. For the Department of Veterans Affairs, ‘‘Veteran-owned small business or VOSB’’:

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more Veteran(s);

(ii) The management and daily business operations of which are controlled by one or more Veteran(s);

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document.

(iv) The business has been verified for ownership and control pursuant to 38 U.S.C. 8127 and 13 CFR 128, and is certified and listed in the SBA certification database at https://veterans.certify.sba.gov/; and

(v) The business agrees to comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting, and the Veterans Small Business Certification Program at 13 CFR parts 121, 125, and 128.

(2) ‘‘Veteran’’ is defined in 38 U.S.C. 101(2).

(3) The term ‘‘small business concern’’ has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term ‘‘small business concern owned and controlled by Veterans’’ has the meaning given that term under section 3(q)(3) of the Small Business Act (15 U.S.C. 632(q)(3)), except that for a VA contract the firm must be certified and listed in the SBA certification database.

(5) The term “VOSB participant” or certified VOSB means a small business that has been certified as eligible to participate in the Veteran Small Business Certification Program and listed in the SBA certification database (see 13 CFR 128.102). It includes certified service-disabled veteran-owned small businesses (SDVOSBs).

(b) General. In order for a concern to submit an offer and be eligible for the award of a VOSB set-aside or sole source contract, the concern must qualify as a small business concern under the size standard corresponding to the NAICS code assigned to the contract and be certified and listed as a VOSB or SDVOSB participant in the certification database as set forth in 13 CFR 128.

(1) Offers received from entities that are not certified VOSBs or SDVOSBs and listed in the SBA certification database at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made only to a certified VOSB who is eligible at the time of submission of offer(s) and at time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as a VOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only certified VOSBs listed in the SBA certification database are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible and certified VOSB as defined in this clause, 13 CFR 121, 125, and 128, and VAAR subpart 819.70.

(d) Agreement/LOS certification. When awarded a contract action, including orders under multiple-award contracts, a VOSB agrees that in the performance of the contract, the VOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size, and government contracting programs at 13 CFR parts 121 and 125, including the non-manufacturer rule and limitations on-subcontracting (LOS) requirements in 13 CFR 121.406(b) and 125.6. For the purpose of the limitations on subcontracting, only certified VOSBs listed in the SBA certification database, (including independent contractors) shall be considered eligible and/or ‘‘similarly situated’’ (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required LOS certification requirements in this solicitation (see 852.219–75 and/or 852.219–76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the VOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not certified VOSBs listed in the SBA certification database (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/ VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract.

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the VOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified VOSBs listed in the SBA certification database. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the VOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CFR 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the VOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not certified VOSBs listed in the SBA certification database.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not certified VOSBs listed in the SBA certification database.

(5) Subcontracting. A VOSB must meet the NAICS size standard assigned by the prime contractor and be listed in the SBA certification database to count as similarly situated. Any work that a first tier VOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. A VOSB shall comply with the limitations on subcontracting as follows:

[] By the end of the base term of the contract or order, and then by the end of each subsequent option period; or [X] By the end of the performance period for each order issued under the contract.

(f) Joint ventures. A joint venture may be considered eligible as a VOSB if the joint venture complies with the requirements in 13 CFR 128.402 and the managing joint venture partner makes the representations under paragraph (c) of this clause. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.10, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Veteran Small Business Certification Program and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company’s VOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406–2, Causes for Debarment).

(End of Clause) A.2 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

(i) [] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219–73 or certified VOSBs listed in the SBA certification database as set forth in 852.219–74.