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

F367478-26-0000041

GS-23F-053AA

36C10X26F0040

AWARDED:

EFFECTIVE: 06-01-2026

Thomas Evans Thomas.Evans3@va.gov 202-823-7729

EDT

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

X 100

X

541611

N/A

Department of Veterans Affairs (VA)

Financial Services Center (FSC)

4800 Memorial Drive, Building 92

Waco, TX 76711

36C10X

Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103

Frederick MD 21703

4GRB5

GENTECH ASSOCIATES INC

11644 N MICHIGAN RD

ZIONSVILLE IN 46077-9324

VHWFFFZFWSQ1

VAFSC

U.S. Department of Veterans Affairs

Financial Services Center

PO BOX 149971

(see Section B.3 invoicing/payment)

Austin TX 78714-8917

1-(877)-489-6135

See CONTINUATION Page

VA Financial Services Center - Waco, TX

Payment and Payment Resolution Services

Base Year POP: 06-01-2026 to 05-31-2027

Please reference 36C10X26F0040 when invoicing

$1,345,623.36

See CONTINUATION Page

X X

X 1

Nicole Egan

Contracting Officer Kevin Todd, Vice President 05/12/26

GS-23F-053AA 36C10X26F0040

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ACCOUNTING AND APPROPRIATION DATA

SECTION C - CONTRACT CLAUSES

C.1 FSS ORDER INTRODUCTORY LANGUAGE

C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...43

C.3 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.4 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.5 VAAR 852.239-76 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY (FEB 2023)

C.6 MANDATORY WRITTEN DISCLOSURES

C.7 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

C.10 VAAR 852.222-71, Compliance with Executive Order 13899 (DEVIATION) (APR

2025)

C.11 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR: GenTech Associates, Inc.

Kevin Todd

614-353-8214 KTodd@gentechassociates.com

b. GOVERNMENT: Nicole Egan Nicole.Egan2@va.gov Contracting Officer 36C10X

Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

Requests.

TUNGSTEN (OB10) ELECTRONIC INVOICE SUBMISSION

FSC e-INVOICE PROGRAM THROUGH AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Please include in all invoices the Contract/Purchase Order Number, or Task/Delivery Order Number.

All invoices need to also be submitted using the same line item format in the contract or order.

Vendor Electronic Invoice Submission Methods:

mailto:KTodd@gentechassociates.com mailto:Nicole.Egan2@va.gov

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

1. VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: www.tungsten-network.com/customer-campaigns/veteransaffairs to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-Invoice Set-up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

• Tungsten e-Invoice setup information: 1-877-489-6135

• Tungsten e-Invoice email: VA.Registration@tungsten-network.com

• VA TUNGSTEN Number: AAA544240062

• FSC e-Invoice contact information: 1-877-353-9791

• FSC e-Invoice email: vafsccshd@va.gov

• FSC Internet: http://www.fsc.va.gov/einvoice.asp https://www.tungsten-network.com/customer-campaigns/veteransaffairs https://www.tungsten-network.com/customer-campaigns/veteransaffairs http://www.x12.org/ mailto:VA.Registration@tungsten-network.com mailto:vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp

B.2 PERFORMANCE WORK STATEMENT

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Financial Service Center (FSC) is a Franchise Fund under the authority of “The Government Management Reform Act of 1994” and “The Military

Quality of Life and Veterans Affairs Appropriations Act, 2006, Public Law 109-114”.

Consequently, the VA FSC receives no federally appropriated funding and thus is required to market its services to other Government Agencies (OGA). FSC supports VA by making commercial, construction and miscellaneous payments to vendors on behalf of VA medical facilities. FSC provides payment and payment resolution services to correct discrepancies by making payment transaction adjustments as requested by the field facilities or vendors.

2.0 SCOPE OF WORK

The purpose of this contract is to provide payment and payment resolution services in support of FSC and its customers. The contractor shall provide administrative and payment support services in support of FSC’s payment and payment resolution environment as described herein.

Contractor personnel will be required to input payments and perform payment adjustment/exceptions actions in the Financial Management System (FMS), Integrated Financial

Acquisitions Management System (I, FAMS), Invoice Payment Processing System (IPPS), and

Business Activity Monitoring System BAM) in accordance with FSC Standard Operating

Procedures (SOP). The contractor shall provide personnel working remotely or on-site (see 3.2

Place of Performance, below) in support of FSC’s payment and payment resolution services.

The contractor shall provide all the resources necessary to accomplish the requirements described in this PWS.

This action is a Firm Fixed Price Contract.

3.0 PERFORMANCE DETAILS

The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS.

The Contractor shall observe the following performance parameters:

3.1 PERFORMANCE PERIOD

The period of performance (POP) for this requirement shall be:

Base Period: June 1, 2026 – May 31, 2027 Option Period 1: June 1, 2027 – May 31, 2028 Option Period 2: June 1, 2028 – May 31, 2029 Option Period 3: June 1, 2029 – May 31, 2030 Option Period 4: June 1, 2030 – May 31, 2031

The contractor shall provide services during the hours of operation (paragraph 3.3 below), except for the following federal holidays set by law (USC Title 5 Section 6103). This list of holidays relates to Government duty days and is not intended to supplement or otherwise alter the provisions of any Wage Determination regarding applicable paid holidays.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

3.2 PLACE OF PERFORMANCE

All Contractor work shall be done within the Continental United States (CONUS) remotely or onsite as designated by the government. Should contract personnel be required to be onsite, those within 50 miles of VA FSC Waco TX and FSC Austin TX shall be required to report to these facilities located at:

VA FSC Austin 8000 Metropolis Drive, Building B Austin, TX 78744

FSC Waco 4800 Memorial Drive, Building 92 Waco, Texas 76711

All others located outside of 50 miles of these two locations shall be placed at a government facility at the discretion of the Government.

In accordance with 41 U.S.C. 3306 (f) (2), remote work is permitted by Federal Contractor employees (Contractor personnel). To be eligible, the Contractor personnel shall have successfully passed background checks completed by the VA and shall have completed all mandatory VA training to include privacy and information security and annually thereafter. The

Program Manager (PM) or equivalent shall provide a written list for the Contracting Officer

Representative (COR) of those Contractor personnel ready to work remotely based on having completed the aforementioned requirements.

Contractor Personnel shall work remotely at the Governments discretion using the guidance of the Department of Veterans Affairs (VA) Alternative Workplace Arrangement (Telework) Policy

(VA Handbook 5011, Part II, Chapter 4). The COR will work directly with the Contractor’s PM or equivalent in order to ensure compliance.

Travel is not authorized for this effort. The Contractor shall be responsible for any expenses incurred for contractor personnel to train or work at the FSC locations in Austin, Waco, or other

Government /VA facilities to travel to and from the individual’s approved remote location.

3.3 HOURS OF OPERATION

The Contractor shall provide payment and payment reconciliation services Monday through

Friday, except Federal Holidays, from 8:00 AM to 4:30 PM CST.

The COR will provide the Contractor with notice within 48 hours if there is a need for additional ad-hoc coverage required to meet FSC customer backlogs and/or surges. This ad-hoc work may occur before or after normal business hours and/or on weekends.

3.4 GOVERNMENT FURNISHED INFORMATION (GFI) & GOVERNMENT FURNISHED

EQUIPMENT (GFE)

The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required in order to accomplish the

Tasks associated with this PWS. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on the as-needed basis.

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact.

The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The

Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

VA may provide remote access to VA specific systems/network in accordance with VA

Handbook 6500, which requires the use of a VA approved method to connect external equipment/systems to VA’s network. Citrix Access Gateway (CAG) is the current and only VA approved method for remote access users when using or manipulating VA information for official VA Business. VA permits CAG remote access through approved Personally Owned

Equipment (POE) and Other Equipment (OE), provided that the equipment meets all applicable

6500 Handbook requirements for POE/OE. All of the security controls required for Government furnished equipment (GFE) must be utilized in approved POE or OE. The Contractor shall provide proof to the COR for review and approval that their POE or OE meets the VA Handbook

6500 requirements and VA Handbook 6500.6 Appendix C, herein incorporated as Addendum B, before use. CAG authorized users shall not be permitted to copy, print or save any VA information accessed via CAG at any time. VA prohibits remote access to VA’s network from non-North Atlantic Treaty Organization (NATO) countries. The exception to this is countries where VA has approved operations established (e.g. Philippines and South Korea). Exceptions are determined by the COR in coordination with the Information Security Officer (ISO) and

Privacy Officer (PO).

This remote access may provide access to VA specific software such as Veterans Health

Information System and Technology Architecture (VistA), ClearQuest, PAL, Primavera, and

Remedy, including appropriate seat management and user licenses, depending upon the level of access granted. Use of FSC proprietary systems including FMS, iFAMS, IPPS and BAM and other financial systems will require initial and sustainment training which will be provided by

FSC. The Contractor-designated lead will perform all new hire training thereafter. Access is granted once on-boarding background transmittal notices are received. The Contractor shall utilize government-provided software development and test accounts, document and requirements repositories, etc. as required for the development, storage, maintenance and delivery of products within the scope of this effort. The Contractor shall not transmit, store or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with VA Handbook 6500, local security field office System

Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS. The Contractor shall ensure all work is performed in countries deemed not to pose a significant security risk. For detailed Security and Privacy

Requirements (additional requirements of the contract consolidated into an addendum for easy reference) refer to ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED and

ADDENDUM B - VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

LANGUAGE.

The Government will provide the below GFE needed for remote work to complete the duties contained within this PWS, at the Government’s discretion. Contractor personnel shall adhere to all VA system access requirements for on-site and remote users in accordance with VA standards, local security regulations, policies and rules of behavior. GFE shall be approved by the COR and Program Manager on a case-by-case basis prior to issuance.

Remote Equipment:

• Laptop w/card reader

• Laptop Case

• Additional Monitors

• Docking Station

• Keyboard

• Mouse

• Headset

• Lock set cable

For remote work, the Contractor personnel shall provide and/or furnish their own internet access and office space/furniture and any other equipment. The Contractor’s internet access shall be sufficient to process payments without interruptions or delays. The network shall fulfill the security requirements of this PWS.

The Contractor will be held accountable for all issued GFE and will reimburse the Government for any damaged, lost, stolen or unreturned equipment.

Additionally, the Contractor shall provide a status of all reportable GFE as part of the GFE

Inventory list. The initial submittal is due not later than (NLT) twenty-one (21) Calendar Days

(CDs) following receipt of GFE. Provide monthly updates on the 10th CD of the month, if changes occur.

For purposes of this list, reportable GFE includes equipment that is furnished by the Government as tangible “personal” property which the Contractor takes possession of, physically leaves a Government facility, and needs to be immediately returned at the end of Contractor performance. The following information shall be provided for each piece of GFE:

1. Name of Contractor employee assigned to the GFE

2. Type of Equipment (Make and Model)

3. Tracking Number/Serial Number

4. VA Bar Code

5. Location

6. Value

7. Total Value of Equipment

8. Anticipated Transfer Date to Government

9. Anticipated Transfer Location

Deliverable: GFE Inventory list

3.5 KICKOFF MEETING

Within 10 days of contract award, the Contracting Officer’s Representative (COR) will schedule a post-award Kickoff meeting to be held with the Government and Contractor representatives.

The intent of the meeting is to initiate the communication process between the Government and

Contractor to assure a common understanding of the Contract requirements, by introducing key participants including key personnel and explaining their roles, reviewing communication ground rules, and other items (e.g., transition in plan, Quality Control Plan (QCP), etc.).

3.6 TRANSITION PLANNING

3.6.1 TRANSITION IN PLAN:

The Contractor shall provide a plan for transition and orientation services to ensure payments processing services to VA FSC are not severed or degraded. Specifically, the Contractor shall address how the contract will be staffed from contract commencement and throughout the period of performance to ensure attainment of performance metrics. This plan shall include hiring/onboarding including security checks and required training for orientation and familiarization with FSC systems and processes. The Contractor shall provide their transition in plan at the kick-off meeting. After acceptance, the Contractor shall carry out the plan as approved.

Deliverable: Transition In Plan

3.6.2 TRANSITION OUT PLAN:

The Contractor shall provide a plan for transitioning out to either the Government or subsequent

Contractor at the time the services under this contract conclude. In the Transition Out Plan, the

Contractor shall address how the Contractor intends to maintain a level of services required to meet performance metrics individually, or in coordination with the subsequent provider. The

Contractor shall provide the plan no later than 60 days prior to contract completion, or within 30 days of notification by the Contracting Officer.

Deliverable: Transition Out Plan

3.7 CONTRACTOR PERSONNEL REQUIREMENTS

3.7.1 KEY PERSONNEL

The Contractor shall assign lead personnel to supervise performance of the work in this PWS with the goals to meet performance measures. The Key Personnel are the Program Manager and Payments Resolution Lead. Key Personnel are essential for successful Contractor accomplishment of the work to be performed. Key personnel are those persons whose resumes are submitted with the proposal. The Contractor shall not remove, divert, or replace any Key

Personnel without written approval of the CO and COR.

Requests to substitute Key Personnel shall be provided to the CO and the COR for approval no later than thirty (30) calendar days prior to making any change. The request shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitution of key personnel. The Contractor shall submit a complete resume for the proposed substitute Key Personnel, and any other information requested by the CO in order to approve or disapprove the proposed substitution. The CO will evaluate such requests and notify the

Contractor of approval or disapproval thereof in writing.

3.7.2 PERSONNEL

The Contractor shall provide the personnel needed to satisfy the services performed under this contract and subsequent option years. The Contractor shall provide personnel that meet all qualifications specified in section 5.0 below. Any substitutes or replacements by the Contractor shall have qualifications equal to or better than the personnel who are being replaced and meet the requirements herein.

3.7.3 PERSONNEL ROSTER

The Contractor shall provide an initial personnel roster within 5 days of contract award that lists all personnel, their title (PM, Lead Accounting Clerk III, or Accounting Clerk III), as well as the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working.

The Contractor shall update the roster monthly; not later than the 10th calendar day of the month for subsequent rosters. Updates are not required if no changes occur.

Deliverable: Personnel Roster

4.0 SPECIFIC TASKS AND DELIVERABLES

4.1 PAYMENT AND PAYMENT RESOLUTION PROCESSING

Contractors shall:

4.1.1 Review submitted vendor invoices for accuracy and completeness.

4.1.2 Processing shall be performed in accordance with Prompt Payment Act (PPA) VA guidelines, policies, and established accounting practices and procedures.

4.1.3 Catalog and prioritize invoices and documents into the appropriate work lists and electronic content libraries based on invoice data and processing requirements.

4.1.4 Enter invoice and vendor information into VA FSC Financial Management Systems.

4.1.5 Compute, prepare, and review transaction data before submitting for manual and automated payments.

4.1.6 Analyze FSC Systems, invoices and transaction data for duplicate input based on established VA FSC guidelines, policies and procedures to render appropriate course of action to resolve invoice duplication issues.

4.1.7 Possess subject matter knowledge and judgement to independently complete assignments consisting of numerous steps that vary in nature and sequence, with minimal supervisory support.

4.1.8 Analyze invoices or payment vouchers to substantiate form of payment. Use purchase order provided and contract provisions to validate certifications, price agreements and potential discounts or penalties based on information provided on invoices.

4.1.9 Analyze and validate rejected electronic invoice inputting corrective transactions into

IPPS, FMS, and iFAMS.

4.1.10 Review fax, mail in or electronic invoices for Tungsten and Electronic Data Interchange

(EDI) electronic invoice processing systems automation compliance.

4.1.11 Analyze and review FMS and iFAMS Obligations and FSC systems to answer vendor and station claims/inquiries taking appropriate adjustment actions in accordance with VA and

FSC policies and directives.

4.1.12 Analyze reasons and resolve variances in amounts between invoice and receiving report

(e.g. cost, quantity, vendor identification (VID)) processing payment rejects from the FMS reject table to ensure appropriate funding is obligated.

4.1.13 Analyze transactions and substantiate other reasons for payment rejects and take appropriate action in accordance with VA and FSC policies and directives.

4.1.14 Prepare Bills of Collections for erroneous payments to collect funds due the Government performing follow-up and oversight actions in accordance with VA and FSC policies and directives. Process vendor offset transaction in FMS and iFAMS as required. Forward receivable to the U.S. Treasury for offset as required.

4.1.15 Resolve payment and vendor inquiries submitted by field facility personnel including expenditure transfers, requests for payment expedition, purchase order number changes, and changes to acceptance dates, etc.

4.1.16 Communicate directly with station accounting and fiscal personnel to resolve payment issues and requests for changes.

4.1.17 Possess subject matter knowledge and judgement to independently complete assignments consisting of numerous steps that vary in nature and sequence, with minimal supervisory support.

4.1.18 Have a high school diploma or its equivalent with 2+ years of experience in a related area and be able to perform basic Accounting Technician functions.

4.1.19 The Contractor shall be expected, at minimum, to process approximately 500K Payment transactions annually.

4.1.20 Estimated Monthly Level of Effort: 2,460 hours of Accounting Clerk III support.

4.2 PROGRAM MANAGEMENT

Contractor shall:

4.2.1 Provide timely responses to requests for assistance from the COR or VA Supervisors within one business day from receipt of request.

4.2.2 Provide monthly program oversight and coordination.

4.2.3 Be responsible for administrative functions such as the onboarding and offboarding of contractor personnel. This will require a Tier 2 / Moderate Risk level background investigation in order to obtain VA computer access to be able to send encrypted emails with background investigation documents to VA personnel and to submit contractor requests through the VA

Online Form Submission (OFS) site.

4.2.4 Have an associate’s degree with some experience, or no degree with demonstrated experience in program management.

4.2.5 Estimated Monthly Level of Effort: 40 hours of Program Manager support.

4.3 Payments Resolution Lead

Lead Contractor representative shall:

4.3.1 Perform the same functions as the Payment & Payment Resolution contractors listed in sections 4.1 above, in addition to accomplishing Contractor administrative functions such as timekeeping and leave approval.

4.3.2 Possess thorough subject matter knowledge and judgement to independently complete assignments consisting of numerous steps that vary in nature and sequence.

4.3.3 Have a high school diploma or its equivalent with 3+ years of experience in the field or in a related area.

4.3.4 Be able to perform basic Accounting functions; and in a Team Lead or supervisory capacity.

4.3.5 Be responsible for training new contract hires

4.3.6 Estimated Monthly Level of Effort: 164 hours of Payments Resolution Lead support.

4.4 TRAINING

The Contractor shall submit TMS training certificates of completion for VA Privacy and

Information Security Awareness and Rules of Behavior and Health Insurance Portability and Accountability Act (HIPAA) training and provide signed copies of the Contractor

Rules of Behavior in accordance with Section 9, Training, from Appendix C of the VA

Handbook 6500.6, “Contract Security”.

Additional future training classes may be required, which will be identified by the COR.

The Contractor shall ensure completion of these classes for itself and its subcontractors by the required due date. Any person who does not complete required VA training will not be granted access to VA information, VA information systems, or the VA network.

Contractors who have completed these VA training courses within the past 12 months and have furnished certificates will not be required to re-take the training courses.

4.5 PERSONNEL ACCOUNTABILITY

4.5.1 All contractors are responsible for understanding the Continuity of Operations Plans

(COOP) and VA-required emergency actions to include:

(a) Demonstrating proficiency through performance of relevant emergency and continuity procedures and the ability to explain to others what steps to take, should an emergency occur;

(b) Participate in training and exercises on emergency procedures, as appropriate;

(c) In order to remain available during emergencies for critical work -related tasks, each employee should plan appropriate steps to ensure personal and family preparedness for any emergency situations occurring in their home communities;

(d) Complete registration and updates in Emergency Alerting and Accountability

System (EAAS) as appropriate.

1) The Contractor shall provide, at a minimum, the following information for personnel accountability in EAAS:

i. Work location address;

ii. Work number;

iii. Government-issued cellular telephone number;

iv. Government e-mail;

v. Personal off-duty contact number (home or cell phone number—this is critical for non-work hour contact and coordination); and

vi. Permanent home address

4.6 CONTRACTOR PERSONNEL SECURITY

4.6.1 NARA RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS

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.

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.

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.

FSC 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 FSC 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 (HCA). Willful and unlawful destruction, damage or alienation of

Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [VA]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

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 HCA. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to FSC 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

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 FSC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with FSC policy. The Contractor shall not create or maintain any records containing any non-public FSC information that are not specifically tied to or authorized by the contract. 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. FSC 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 FSC 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.

5.0 GENERAL REQUIREMENTS

5.1.1 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act

(FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The

Contractor support shall also be performed in accordance with Section 240 of the Consolidated

Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The

Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary

Identifier to replace the SSN with the ICN in all VA information systems for all individuals. The

Contractor shall ensure that all Contractor delivered applications and systems integrate with the

VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary

Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

5.2 SECURITY AND PRIVACY REQUIREMENTS

5.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

Task Number Tier1 / Low Risk Tier 2 / Moderate Risk

Tier 4 / High Risk

4.1

4.2

4.3

The Tasks identified above, and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

5.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor Responsibilities:

a. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak, and understand the English language.

b. Within five (5) business days after award, the Contractor shall provide a roster of

Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the PAL template artifact. The Contractor Staff

Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 4.0

Specific Tasks and Deliverables), etc. The Contractor shall submit full Social

Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within one (1) day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc.

throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 are to encrypt the file, use a secure fax, or use a traceable mail service.

c. The Contractor should coordinate with the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized. The Contractor shall bring their completed Personnel Security Adjudication Center (PSAC)

Fingerprint request form with them (see paragraph d.4. below) when getting fingerprints taken.

d. The Contractor shall ensure the following required forms are submitted to the COR within five (5) days after contract award:

1) Optional Form 306

2) Self-Certification of Continuous Service

3) VA Form 0710

4) Completed PSAC Fingerprint Request Form

5) Contractor Background Investigation Request

e. The Contractor PM, Contract POC or their Contractor designee shall initiate their new member’s profile into the Account Provisioning/Deprovisioning

System (APDS).

f. The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Office of Personnel Management’s (OPM) Electronic

Questionnaire for Investigations Processing (e-QIP) after receiving an email notification from PSAC.

g. The Contractor employee shall certify and release the e-QIP document, print, and sign the signature pages, and send them encrypted to the COR for electronic submission to the PSAC. These documents shall be submitted to the COR within three (3) business days of receipt of the e-QIP notification email. (Note: OPM is moving towards a “click to sign” process. If click to sign is used, the Contractor employee should notify the COR within three (3) business days that documents were signed via e-QIP).

h. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by

Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

i. A Contractor may be granted unescorted access to VA facilities and/or access to VA

Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC), completed training delineated in VA

Handbook 6500.6 (Appendix C, Section 9), signed “Contractor Rules of Behavior”, and with a valid, operational PIV credential for PIV-only logical access to VA’s network. A PIV card credential can be issued once your SAC has been favorably adjudicated and your background investigation has been scheduled by OPM.

However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for

Contractor personnel working under this contract must be maintained in the database of OPM.

j. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

k. Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by

Contractor and Subcontractor employees and/or termination of the contract for default.

l. Identity Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.

m. The Contractor PM, Contractor POC, or their Contractor designee shall submit the proper offboarding paperwork/APDS deprovisioning and requisite exit or transfer email for their Contractor employee before or on the date of their member’s departure.

Deliverable:

A. Contractor Staff Roster

5.3 DATA RIGHTS

All information acquired and documents generated during this contract shall belong to VA. The

Government shall retain all rights and privileges, including those of patent and copy, to all

Government furnished data. The contractor shall neither retain nor reproduce for private or commercial use any data or other materials furnished under this contract. The contractor agrees not to assert any rights in common law or in equity or establish any claim to statutory copyright in such data. These rights are not exclusive and are in addition to any other rights and remedies to which the Government is otherwise entitled elsewhere in the contract.

All written documents shall be in provided to VA FSC in an electronic format that can be opened by a Microsoft (MS) Windows Office product (e.g. MS Word format, MS Excel, MS Visio, etc.).

5.4 DELIVERABLES

Deliverables

Description

PWS

Reference Delivery Notes Deliver to

Deliverables

Description

PWS

Reference Delivery Notes Deliver to

a. GFE Inventory List 3.4 1. Initial submittal not later than (NLT) twenty-one (21)

Calendar Days (CDs) after receipt of GFE.

Provide monthly updates on the 10th

CD of the month, if changes occur.

CO, COR

Electronic format

b. Kick-Off Meeting

Briefing materials

3.5 2. The briefing materials shall include Transition

In Planning and

Quality Control Plan

(QCP).

3. Drafts presented at kickoff meeting

4.

CO, COR

Electronic format

c. Transition In Plan 3.6.1 d. Draft presented at kickoff meeting

CO, COR

Electronic format

e. Transition Out Plan 3.6.2 5. NLT 60 CDs prior to contract completion, or within 30 days of notification by the

Contracting Officer.

CO, COR

Electronic format

f. Personnel Roster 3.8.3; 5.2 6. Initial submittal NLT five (5) business days after contract award; in the event this initial list isn’t comprehensive a final roster shall be provided 30 days before the PoP.

Updates shall be submitted on the 10th

CD of the month, if changes occur

7.

CO, COR

Electronic format

5.5 PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

Performance

1.1.1.1 Objectives

Performance Standards

Accurately enter invoice and vendor information into VA FSC computer systems.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Review vendor invoices for accuracy and completeness. Analyze for potential duplication in accordance with VA FSC procedural manual.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Analyze invoices or payment vouchers to determine form of payment to include necessary certifications, price agreements and potential discounts or penalties using provided purchase order and contract provisions.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Prioritizes invoices in appropriate payment listings and distributes invoices to appropriate payment queues based on invoice processing requirements and submitted data.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Resolve variances between invoice and receiving report amounts to substantiate reasons for variance (e.g. cost, quantity) and take appropriate action.

98% accuracy of data entered. Not more than 4 valid complaints from customers per month, with no more than 10 valid complaints reported to the COR in a six-month period.

Process payment rejects from the FMS reject table to ensure appropriate funding is obligated.

Substantiate reasons for payment rejects and take appropriate action.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Prepare Bills of Collection for erroneous payments to collect funds. Monitor collection status and follows up with the vendor as necessary. Process vendor offset transaction in

FMS if necessary. Forward receivable to the

U.S. Treasury for offset if necessary.

98% accuracy of data entered. Not more than 1 valid complaint from users/customers per quarter.

Cooperate and work effectively with users and vendors

Not more than 1 valid complaint from users/customers per quarter.

Complete all annual TMS training courses by the required due date.

100% compliance with this requirement.

Performance

1.1.1.1 Objectives

Performance Standards

Respond to VA EAAS alerts.

Not more than 1 valid non-response complaint from the FSC

Emergency Preparedness, Response, and Continuity (EPRC)

PM per EAAS alert.

The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion (Attachment B).

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

A1.0 Cyber and Information Security Requirements for VA IT Services

The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall.

Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to assessment and authorization and continuous monitoring

Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment

(GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA

Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, unless the connection uses FIPS 140-2 (or its successor) validated encryption, c) VA approved anti-virus and firewall software, d)

Equipment must meet all VA sanitization requirements and procedures before disposal. The

COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract

Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook

6500.6, “Contract Security” shall also be included in every related agreement, contract, or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the…