36C26323Q0773.pdf

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

36C26323Q0773 09-01-2023

Ray Holman 651-293-3013 10-02-2023

12:00 PM CDT

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

X

624190

$16 Million

X

N/A

X

Department of Veterans Affairs VA Black Hills Health Care System Fort Meade Campus 113 Comanche Road Fort Meade SD 57741

36C263

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

Y

Department of Veterans Affairs Financial Services Center PO Box 149971

Austin TX 78714-9971

See CONTINUATION Page

Drop-In Service Center in or near Rapid City, South Dakota for homeless Veterans and their dependents.

One Base Year (11/01/2023 to 10/31/2024) and four Option Years exercised at the sole discretion of the Government.

See Price Schedule in Section B.2.

See Statement of Work in Section B.3.

See Attachment 5 for current Wage Determination 2015-5367, Revision 23 issued 07/19/2023.

Wage Determination will be updated once annually.

Please ensure proposal includes all items required by Section E.2, Proposal Submission Instructions.

See CONTINUATION Page

X one

36C26323Q0773

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE SCHEDULE

B.3 STATEMENT OF WORK

B.4 RECORDS MANAGEMENT OBLIGATIONS (NARA LANGUAGE)

SECTION C - CONTRACT CLAUSES

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

COMMERCIAL SERVICES (DEC 2022)

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (NOV

2021)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.7 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.8 VAAR 852.204-71 INFORMATION AND INFORMATION SYSTEMS SECURITY (FEB 2023)

C.9 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL

BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.10 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.11 VAAR 852.219-70 VA SMALL BUSINESS SUBCONTRACTING PLAN MINIMUM REQUIREMENTS

(JAN 2023) (DEVIATION)

C.12 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

C.13 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.14 VAAR 852.237-72 CRIME CONTROL ACT—REPORTING OF CHILD ABUSE (OCT 2019)

C.15 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

C.16 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.17 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.18 VAAR 852.271-72 TIME SPENT BY COUNSELEE IN COUNSELING PROCESS (NOV 2021)

C.19 VAAR 852.271-73 USE AND PUBLICATION OF COUNSELING RESULTS (NOV 2021)

C.20 VAAR 852.271-74 INSPECTION OF INSTRUCTION, COUNSELING OR TESTING OPERATIONS

(NOV 2021)

C.21 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JUN 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

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

SERVICES (MAR 2023)

E.2 PROPOSAL SUBMISSION INSTRUCTIONS

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.7 VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (OCT 2020)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 20)

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

a. CONTRACTOR: _____________________________________

POC: _____________________________________

Title: _____________________________________

Email: _____________________________________

Phone: _____________________________________

Address: _____________________________________

b. GOVERNMENT: Department of Veterans affairs, Network Contracting Office 23 Ray Holman Contract Specialist Raymond.Holman@va.gov 651-293-3013

316 Robert Street N. STE. 506 St. Paul MN 55101

c. Contractor and Government points of contact can be changed by written notification to the other party. Notification will be placed in the Contract file and will not require a modification to the Contract.

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with FAR 52.232-33, Payment by Electronic Funds Transfer – System for Award Management.

3. INVOICES: Invoices shall be submitted in arrears monthly.

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

4.1 Vendor Electronic Invoice Submission Methods:

4.1.1. Invoices will be electronically submitted to the Tungsten website at https://us.tungsten-network.com/. Tungsten direct vendor support number is 877- 489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for

VA orders. During Implementation (technical set-up) Tungsten will confirm your Taxpayer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: https://us.tungsten-network.com/

VA-FSC

Phone: 1-877-353-9791 Email: vafsccshd@va.gov

5. TYPE OF CONTRACT: This is a firm fixed price contract under the authority of FAR Part 13, Simplified Acquisition Procedures.

6. TERM OF CONTRACT: This contract is for one (1) Base Year and four (4) Option Years that may be exercised at the sole discretion of the Government, and is subject to the availability of funds.

7. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE SCHEDULE

Base Year (LIN 0001): 11/01/2023 to 10/31/2024

12 months at $__________ per month = $____________________ for Base Year

Option Year 1 (LIN 1001): 11/01/2024 to 10/31/2025

12 months at $__________ per month = $____________________ for Option Year 1

Option Year 2 (LIN 2001): 11/01/2025 to 10/31/2026

12 months at $__________ per month = $____________________ for Option Year 2

Option Year 3 (LIN 3001): 11/01/2026 to 10/31/2027

12 months at $__________ per month = $____________________ for Option Year 3

Option Year 4 (LIN 4001): 11/01/2027 to 10/31/2028

12 months at $__________ per month = $____________________ for Option Year 4

Total for Base Year and all Option Years: $____________________

B.3 STATEMENT OF WORK

A. Purpose

The Department of Veterans Affairs Black Hills Health Care System (VABHHCS) requires a Contractor to provide a drop-in service center, also known as a Veterans Outreach Center (VOC), to provide services as part of its community-based Health Care for Homeless Veterans (HCHV) program for homeless Veterans and their dependents. (“Dependent” is defined as a Veteran’s spouse and children.) The goal of the HCHV program is to remove homeless Veterans from the street or habitation unfit for Veterans and place them in community-based environments with sufficient rehabilitative services to meet the needs of those Veterans.

B. Background

Through the HCHV program, the VABHHCS provides case management services to Veterans and facilitates their access to a broad range of medical, mental health, therapeutic and rehabilitative services. The purpose of this solicitation is to obtain offers from contractors who can facilitate the provision of care, treatment and rehabilitative services to Veterans who are homeless and their dependents in a community-based facility (i.e., a drop-in service center) offering a safe and secure environment that supports their rehabilitative goals. The Contractor will provide rehabilitative services but will not be required to provide therapeutic treatment or hospital-level care. If there is a need for these services, they will be provided by the VABHHCS. Similarly, the Contractor will not be required to provide detoxification services; the Contractor is to refer the Veteran to appropriate services.

C. Services to be Provided

1. The Contractor shall furnish each self-referred Veteran and their dependents the following basic services at the Contractor’s facility from 8 a.m. to 5 p.m., Monday through Friday, including all state and Federal holidays. The following descriptions of expected services to be provided may not be all inclusive.

a. A safe environment for the homeless or at risk of homelessness Veterans and their dependents to seek respite from weather.

b. Access to coffee with sugar and creamer available free of charge.

c. Access to light snacks available free of charge. Snacks are to be individually wrapped, snack size trail mix, chips, granola bars, etc. May also include fresh fruit, fruit cups and breakfast bars. This listing is not all inclusive.

d. Laundry facilities for Veterans to do their own laundry or to have laundry done including supplies. These services are to be free to the Veteran.

e. Obtain local community resource information.

f. Assistance to develop responsible living patterns, to maintain an acceptable level of personal hygiene and grooming, and to achieve a more adaptive level of psychosocial functioning, upgraded social skills and improved personal relationships.

g. Private shower facilities that provide the Veteran the ability to attend to personal hygiene with cleansing and hygiene items being provided. The items are to include shampoo and conditioner, toothbrush, toothpaste, razor for shaving, comb, deodorant, washcloth, and towels.

h. Separated male and female bathrooms and a minimum of 1 family bathroom equipped with a changing station for infants and small children.

The contractor will be responsible to provide diapers, wipes, and female hygiene items.

i. Provide the homeless Veteran the ability to receive personal mail at the location.

j. Provide the Veteran or dependent to place a local telephone call free of charge.

k. Provide Veteran ability to receive a message left via a telephone or personal note through a message center.

l. Access to a Resource Center including three computers with a reliable Internet connection, portable flash drives (128 MB minimum), a printer, a facsimile machine, and a photocopier. Supplies and upkeep of the Resource Center are the responsibility of the Contractor.

m. Access to a Community Day room that has a television and a home-like atmosphere.

n. Access to group/training room for private training or group counseling.

o. Provide referrals to community organizations that provide nutritional and incidental needs to homeless Veterans and their dependents.

p. The contractor shall serve as the point of entry into the human services continuum of care, educating Veterans and their dependents of available community resources and benefits to assist Veterans and their dependents to move beyond homelessness and poverty toward a more sustainable independent living situation. Through a collaborative effort with HCHV staff, the contractor will assist in coordinating those rehabilitative services deemed appropriate.

q. Opportunities for learning, testing, and internalizing knowledge of illness/recovery process, and upgrading social skills/improving social relationships.

r. Peer support, group counseling and activities, including physical activities as determined appropriate by HCHV staff, contractor staff, and Veteran preference.

i. Collaboration with the VABHHCS homeless programs staff which will determine if the Veteran is eligible for Department of Veterans Affairs services. If the Veteran is eligible, the VABHHCS homeless program staff will provide coordination for the VAMC services.

1. In collaboration with the VABHHCS homeless programs staff provide supportive psychosocial services including but not limited to self-care skills, adaptive coping skills, and information on community resources.

2. Collaboration with the VABHHCS homeless programs staff which will provide supportive psychosocial services.

3. Referral of Veterans to professional counseling in collaboration with VABHHCS homeless staff.

4. Support for an alcohol/drug abuse-free lifestyle provided in an environment conducive to social interaction and the fullest development of the Veteran's rehabilitative potential.

5. Assistance to gain and to apply knowledge of the illness/recovery process in an environment supportive of recovery models.

6. A program that promotes community interaction.

7. A program that provides the Veteran an assessment of health, social and vocational needs with the involvement of the Veteran, the VABHHCS staff, and appropriate community resources that assist the Veteran in resolving problems and setting goals.

s. An individual case record is not required to be created for each self-referred Veteran.

t. The facility shall send daily a log sheet indicating the name of the Veteran and or dependent(s) who utilized services that day.

i. Onsite contractor must maintain ‘line of sight access’ to log at all times for security of sensitive personal information (SPI). It must be handed out, filled in, then returned to the staff and maintained in a secure office.

ii. When transmitting the daily log, the log must be sent by fax as sending via any other means (such as email), there is no encryption capability from external to internal VA.

u. The Contractor shall comply with the principles listed in 38 CFR 17.707(b) to provide supportive services in a manner that is free from religious discrimination.

D. Special Contract Requirements

a. Staffing

i. The Contractor will employ qualified staff to carry out the policies, responsibilities, and the program for the facility.

ii. There must be at least one full-time administrative staff member or designee on duty on the premises during normal hours of operation.

iii. Contractor staff members shall take VA Privacy Policy training. All

Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Veterans Affairs HIPAA and Informational and Security Awareness training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. VABHHCS will provide the training through the Talent Management System (TMS) and the Contracting Officer Representative (COR) assigned to this contract will maintain certificates of contract employee completions in the administration file.

TMS 10176 and 10203 have been assigned by the VA Privacy Officer.

iv. The Contractor shall assign to this contract personnel that are qualified to provide the Basic Services and Supplemental Services required by this SOW.

v. The Contractor must identify each person functioning as "Key

Personnel" under this contract and provide to the VABHHCS a description of the services to be provided by such person, together with a resume summarizing that person's relevant skills and experience.

1. During the first ninety (90) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by the individual's illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 5 calendar days or earlier if practical after if there is a change in Key Personnel.

vi. All Contractor staff providing services to Veterans under this contract must undergo the appropriate background investigation as required by the VABHHCS. Before providing services to self-referred Veterans under the contract, the Contractor shall submit a listing of all Contractor personnel proposed to provide services to Veterans under the contract.

1. The contractor is responsible for completing background investigations on all staff working under the service contract.

2. The contractor is responsible for providing the COR with a copy of background investigations once complete and upon request.

3. The VABHHCS-appointed COR is responsible for securing and storing background investigations in the administrative file.

b. Referrals

i. The VABHHCS is not responsible for determining eligibility of Veterans prior to their self-referral to the Contractor for services.

ii. A list of VABHHCS homeless program staff shall be provided to the Contractor upon award of the contract. Homeless program staff may be added or deleted from the list during the term of the contract. The Contractor shall be provided an updated list of VABHHCS homeless program staff whenever such changes are made.

c. Absences and Cancellation

i. The VABHHCS reserves the right to remove any or all Veterans from the facility at any time, without additional cost, when it is determined to be in the best interest of the VABHHCS or the Veteran.

ii. The Contractor shall notify the authorizing VABHHCS facility immediately when a medical emergency occurs that requires hospitalization of a referred Veteran. It is agreed that the Veteran will be admitted to the appropriate VA facility. When such admission is not feasible because of the nature of the emergency, it is agreed that hospitalization in a non-Federal hospital may be accomplished provided that VA authorization is obtained. If hospitalization of a non-emergency nature is required, it is agreed that admission to the appropriate VA facility will be accomplished promptly.

iii. The Contractor shall notify the VABHHCS immediately of any incidents involving Veterans utilizing the services. The Contractor shall notify the VABHHCS Homeless Programs Coordinator or designee by telephone during the hours of 7:30am and 4:00pm. For all incidents that occur after normal business hours, the Contractor should notify the Administrator on Duty (AOD). The Contractor shall provide the VABHHCS Homeless Programs Coordinator or designee and the COR with a copy of the incident report within 24 hours. If the Contractor maintains a copy of the incident report at the facility the reports shall be maintained in security and confidence as required by the Confidentiality of Alcohol and Drug Abuse Patient Records (42 CFR part 2) and the Confidentiality of Certain Medical Records (38

USC 7332).

d. Contractor Staff Conduct/Complaints Handling

i. Contractor personnel shall be expected to treat Veterans with dignity and respect and abide by standards of conduct mirroring those prescribed by current Federal personnel regulations. The Contractor shall comply with the VA Patient's Rights as set forth in 38 CFR 17.33 (copy available upon request).

ii. The VABHHCS reserves the right to remove Contractor staff members from providing services to Veterans under this contract based on breaches of conduct, including conduct that jeopardizes care or interferes with the regular and ordinary operation of the facility.

Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated Government representatives. The Contractor and Contracting Officer's Representative shall deal with issues raised concerning contractor personnel conduct. The Contracting Officer shall be the final arbiter on questions of acceptability and in validating complaints.

e. Transportation

i. The Contractor shall assist the Veterans with local transportation to scheduled meetings and appointments. The Contractor will be expected to help the Veteran access public transportation, including providing information and instructions necessary to enable Veterans to utilize public transportation. If VABHHCS staff determines that adequate public transportation is not available or appropriate for a Veteran, the Contractor shall arrange for alternative transport.

f. Facility

i. The Contractor shall provide a secure, staffed entrance into a

Veterans-only area.

ii. The Contractor shall maintain the premises, including outside areas, in a clean condition and shall provide supplies and equipment for the term of the contract. The following schedule describes the level of janitorial services intended. Performance will be based on the Contracting Officer's evaluation of results, not the frequency or method of performance.

1. Cleaning crews are required to have a background checks.

2. Contractor is to provide cleaning and toilet supplies for cleaning crew.

3. Daily.

a. Empty trash receptacles.

b. Sweep entrances, lobbies, and corridors.

c. Spot sweep floors, and spot vacuum carpets.

d. Clean drinking fountains.

e. Sweep and damp mop or scrub toilet rooms.

f. Clean all toilet fixtures and replenish toilet supplies.

g. Dispose of all trash and garbage generated in and about the building.

h. Wash inside and out or steam clean cans used for collection of food remnants from snack bars and vending machines.

i. Dust horizontal surfaces that are readily available and visibly require dusting.

j. Spray buff resilient floors in main corridors, entrances, and lobbies.

k. Clean elevators and escalators.

l. Remove carpet stains.

m. Sweep sidewalks, parking areas, and driveways.

n. Clean glass entry doors.

4. Three Times a Week.

a. Sweep or vacuum stairs (if applicable).

5. Weekly.

a. Damp mop and spray buff all resilient floors in toilets and shower locker rooms.

b. Sweep sidewalks, parking areas, and driveways (weather permitting).

6. Every Two Weeks.

a. Spray buff resilient floors in secondary corridors, entrance, and lobbies.

b. Damp mop and spray buff hard and resilient floors in office space.

7. Monthly.

a. Thoroughly dust furniture.

b. Completely sweep and/or vacuum carpets.

c. Sweep storage space.

d. Spot-clean all wall surfaces within 70 inches of the floor.

8. Every Two Months.

a. Damp wipe toilet wastepaper receptacles, stall partitions, doors, windowsills, and frames.

b. Shampoo entrance and elevator carpets.

9. Three Times a Year.

a. Dust wall surfaces within 70 inches of the floor, vertical surfaces and under surfaces.

10. Twice a Year.

a. Wash all interior and exterior windows and other glass surfaces.

b. Strip and apply four coats of finish to resilient floors in toilets and locker area.

c. Strip and refinish main corridors and other heavy traffic areas.

11. Annually.

a. Wash all venetian blinds, and dust 6 months from washing.

b. Vacuum or dust all surfaces in the building of 70 inches from the floor, including light fixtures.

c. Vacuum all draperies in place.

d. Strip and refinish floors in offices and secondary lobbies and corridors.

e. Shampoo carpets in corridors and lobbies.

f. Clean balconies, ledges, courts, areaways, and flat roofs.

iii. The Contractor shall provide and install blinds for all windows.

iv. Parking should be sufficient to handle 6 VA vehicles at a time. VA vehicles will not be parked on site overnight.

v. Snow removal to be provided by the Contractor.

vi. There will be a private bathroom available to staff.

g. HCHV Staff Space Requirement

i. Inclusive to the price is a requirement for the use of the following spaces by VABHHCS HCHV staff from 8:00 a.m. to 5:00 p.m., Monday through Friday, including state and Federal holidays:

ii. Seven lockable private office/meeting spaces for HCHV staff and community partners to counsel Veterans and their dependents.

1. These rooms must be large enough to adhere to CDC guidelines by allowing at least six feet of social distancing between occupants.

2. There is no requirement for direct line computer connections or Internet access for VABHHCS HCHV homeless programs staff.

iii. One conference room capable of comfortably accommodating fifteen

(15) people (including table and chairs).

iv. One training or group room that has the capacity to provide private training or counseling for groups of up to 12 individuals.

h. Signage

Signs (internal and external) shall be the responsibility of the Contractor.

Exterior signs are to be installed and maintained by the Contractor in accordance with local codes and ordinances. One exterior sign will be visible from the street and clearly indicate "Veterans Outreach Center"; this sign is subject to approval by the Contracting Officers Representative (COR).

i. Maintenance

i. It is the responsibility of the Contractor to properly maintain its facilities, and the VABHHCS shall have no responsibility for paying or reimbursing the Contractor for such expenses. The contract facility must:

1. have a current occupancy permit issued by the local and state governments in the jurisdiction where the facility is located;

2. be in compliance with local and State codes and standards concerning sanitation, health and safety;

3. where applicable, be licensed under State or local authority;

4. where applicable, be accredited by the State;

5. be equipped with operational air conditioning /heating systems;

6. be kept clean free of dirt, grime, mold, or other hazardous substances and damaged noticeably detract from the overall appearance;

7. be equipped with first aid equipment and an evacuation plan in case of emergency;

8. have windows and doors that can be opened and closed in accordance with manufacturer standards;

9. provide for safety of staff via direct connection to emergency personnel; and

10. provide necessary outside lights.

j. Fire Safety

i. The contractor facility must meet fire safety requirements as follows:

1. The building must meet the requirements of the applicable occupancy chapters of the current version of NFPA 101, National Fire Protection Association's Life Safety Code. Any equivalencies or variances must be approved by the appropriate Veterans Health Administration Veterans Integrated Service Network (VISN) Director.

2. Fire exit drills must be held at least quarterly. Veterans must be instructed in evacuation procedures when the primary and/or secondary exits are blocked. A written fire plan for evacuation in the event of fire shall be developed and reviewed annually.

The plan shall outline the duties, responsibilities, and actions to be taken by the staff and residents in the event of a fire emergency. This plan shall be implemented during fire exit drills.

3. A written policy regarding tobacco smoking in the facility shall be established and enforced.

4. Portable fire extinguishers shall be installed at the facility. Use NFPA 10, Standard for Portable Fire Extinguishers, as guidance in selection and location requirements of extinguishers.

5. Requirements for fire protection equipment and systems shall be in accordance with NFPA 101. All fire protection systems and equipment, such as the fire alarm system, smoke detectors, and portable extinguishers, shall be inspected, tested, and maintained in accordance with the applicable NFPA fire codes and the results documented.

6. The annual inspection by a VA team required by paragraph k shall include a fire and safety inspection conducted at the facility unless a review of past Department of Veterans Affairs inspections or inspections made by the local authorities indicates that a fire and safety inspection would not be necessary, in which case the fire and safety inspection may be waived by the VA.

k. Inspection of Facility and Program

i. Prior to the award of a contract and annually during the contract term, a multidisciplinary VA team consisting of a Mental Health Professional, a representative of the VABHHCS Police, a Facilities Management Safety Officer, and any other subject matter experts determined necessary by the Medical Center Director or HCHV Coordinator shall conduct a survey of the Contractor's facilities to assure the facility provides quality care in a safe environment.

Inspections may also be carried out at such other times as deemed necessary by the VABHHCS.

ii. The Contractor will be advised of the findings of the inspection team.

If deficiencies are noted during any inspection, the Contractor will be given a reasonable time to take corrective action and to notify the Contracting Officer that the corrections have been made. A contract will not be awarded until noted deficiencies have been eliminated.

Failure by the Contractor to take corrective action within a reasonable time will be reported to the VABHHCS Contracting Officer. If corrections are not made to the satisfaction of the VABHHCS, the Contracting Officer will consult with the appropriate officials so that suitable arrangements can be made to discontinue plans to award a contract or transfer Veterans and to terminate the existing contract, as appropriate.

iii. The inspection of the Contractor facilities will include inspection for conformity to the current Life Safety Code as described in paragraph j, and will also include the following:

1. general observation of Veterans to determine if they maintain an acceptable level of personal hygiene and grooming;

2. assessment of whether the facility meets applicable fire, safety, and sanitation standards;

3. determining whether the facility is in attractive surroundings conducive to social interaction and the fullest development of the resident's rehabilitative potential;

4. observation of facility operations to see if appropriate organized activity programs are available during waking hours (including evenings) and degree to which a high level of activity is observed in the facility, such as but not limited to supportive counseling, goal development, social skills, problem solving skills, physical activities, assistance with health and personal hygiene;

5. seeking evidence of facility-community interaction, demonstrated by the nature of scheduled activities or by information about resident flow out of the facility, e.g., community activities, volunteers, local consumer services;

6. observation of staff behavior and interaction with residents to determine if they convey an attitude of genuine concern and caring; and

7. inspecting the types of nutrition provided to see if appetizing if nutritious snacks between meals are available for those requiring or desiring additional food, when it is not medically contraindicated, are provided in a setting which encourages social interaction.

iv. All VABHHCS reports of inspection of facilities furnishing treatment and rehabilitation services to eligible Veterans shall, to the extent possible, be made available to all Government agencies charged with the responsibility of licensing or otherwise regulating or inspecting such institutions.

B.4 RECORDS MANAGEMENT OBLIGATIONS (NARA LANGUAGE)

A. Applicability

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 record exists.

B. Definitions

“Federal record” 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.

The term Federal record:

1. Includes [Agency] records.

2. Does not include personal materials.

3. Applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. May include deliverables and documentation associated with deliverables.

C. 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 the Privacy Act of 1974 (5 U.S.C. 552a), 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 Black Hills Health Care System 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 Black Hills Health Care System 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 Black Hills Health Care System. 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 from 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 the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA Black Hills Health Care Systems 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 sub-contractor) is required to abide by Government and VA Black Hills Health Care Systems 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 contract and in accordance with VA Black Hills Health Care System policy.

8. The Contractor shall not create or maintain any records containing any non-public VA Black Hills Health Care System 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 Black Hills Health Care System 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 Black Hills Health Care System 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 Black Hills Health Care System-provided records management training;

TMS 10176: Information Security / Rules of Behavior; and

TMS 10203: HIPAA.

The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. When training is required, it will be noted in the [contract vehicle], not all contracts require training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. 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.

E. Privacy/HIPAA Rights Language Requirements

1. The contractor shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

2. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

3. The contractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract. Veterans will be afforded all privacy rights provided by VHA Handbook 1605.01 with regard to VA data under the vendor’s custody or control.

4. The contractor or subcontractor must notify the COTR\Service immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

5. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA.

6. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor or subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

7. 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 by the Freedom of Information Act.

8. The contractor agrees to comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) Privacy and Security Rules, the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies: the System of Records (SOR), and the design, development, or operation work that the contractor is to perform.

F. Certification and Accreditation (Authorization) (C&A)

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

SECTION C - CONTRACT CLAUSES

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

PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

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

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

and

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

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

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

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

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

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

(g) Invoice.

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

(i) Name and address of the Contractor;

(ii) Invoice date and number;

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

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

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

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

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

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

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

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

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

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

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

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

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual…