Combined Synopsis Solicitation 36C24823Q1419.docx

36C24823Q1419

COMBINED SYNOPSIS/SOLICITATION 36C24820Q0456

General Information

Contracting Office Address

NCO 8

ATTN: Walida Moore-Saintil 8875 Hidden River Pkwy Tampa FL 33637 Description This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-02, Effective March 16, 2023.

This procurement is a 100% SDVOSB Set-aside. The associated North American Industrial Classification System (NAICS) code for this requirement is NAICS Code 541350 – Building Inspection Services ($11.5 Million) SBA Size Standard.

This solicitation will use Comparative Evaluation. Award will be made to the offeror determined to be acceptable, price reasonable, and is determined to best value to the government; all eligible offerors may submit quotes. All offerors must be registered in System for Award Management (SAM) at https://www.sam.gov at time offers are due to be considered for an award of a federal contract. Registration must be complete and not missing elements such as representations and certifications. To be eligible for this set-aside your company’s registration must include the appropriate NAICS code.

Regional Procurement Office-East (RPO-E), Network Contracting Office (NCO-8), intends to award a Firm Fixed Price service contract for 12 months of Life Safety Assessment of six (6) buildings at James A. Haley Veterans' Hospital, 13000 Bruce B. Downs Blvd., Tampa, FL 33612. The Period of Performance (POP) is 8/1/2023 – 7/31/2024.

All questions regarding this RFQ must sent by e‐mail to Walida.MooreSaintil@va.gov

VENDOR QUESTIONS: Questions must be received no later than 6/26/2023 by 4:30 PM EST. No further questions will be accepted after that date and time.

ANSWERS TO VENDOR QUESTIONS: Answers to vendor questions will be posted to FBO on 6/27/ 2023 by 4:30 PM EST.

You are reminded that representatives from your company SHALL NOT contact any James A. Haley Veterans' Hospital Healthcare System personnel to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Specialist.

QUOTES: Quotes are due 6/29/2023 by 11:59 PM EST. Quotes shall be submitted via email to Walida.MooreSaintil@va.gov. Quotes received after this date and time will be considered late in accordance with FAR Provision 52.212-1(f) and will not be evaluated unless the Contracting Specialist determines the late quote will be accepted IAW 52.212-1(f)(2)(i)(A-C).

Quoters shall review the below Performance work statement (PWS) and provide pricing using the following Price/Cost Schedule.

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

8/1/2023 through 7/31/2024

Performance Work Statement (PWS)

Place of Performance: James A. Haley Veterans Hospital (JAHVH) main campus at 13000 Bruce B. Downs Blvd Tampa Fl.

Scope of Work: James A. Haley Veterans’ Hospital requires a comprehensive Life Safety Assessment to be performed by a qualified and experienced Fire Protection Engineer (or team of engineers for larger facilities) to fully inspect an existing healthcare facility. The contractor is to ensure all fire protection related features meet relevant NFPA codes and to ensure that the facility’s Life Safety Drawings are accurate and meet the applicable requirements of NFPA 101 and The Joint Commissions Statement of Condition (SOC) requirements. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services necessary to perform life safety assessments of building 1, building 30, building 32, building 38, building 40 and building 68. The Life Safety Drawings for each building will be provided by the Contracting Officer Representative (COR) to the contractor prior to the assessment. This agreement will include a complete life safety assessment for all buildings (1, 30, 32, 38, 40 and 68), a report of findings with associated standards, photos of each deficiency, corrective actions and an update to the facilities Life Safety Drawings.

Security Requirements:

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

Description of Services/General Information:

a. Hours of Operation and Scheduling:

The contractor shall provide complete Life Safety Assessment services for the James A. Haley Veterans’ Hospital. The Life Safety Assessment will be performed Monday through Friday 0800-1830. Highly occupied and/or critical areas will need to be scheduled with the COR prior to the inspection for times outside of the normal operating hours from 0800-1600 to minimize impact to patient care. The contractor is not to perform work on weekends or the following observed holidays:

Note: This includes any other day declared by the President of the United States to be a national holiday.

This service is to assess building 1, building 30, building 32, building 38, building 40 and building 68 to ensure all fire protection related features are in accordance with relevant NFPA codes, report deficiencies, and update facility Life Safety Drawings. The contractor will demonstrate an adequate standard of care when performing the assessment by utilizing published or enunciated, peer reviewed industry appropriate standards of practice.

Description of Services: The Contractor shall complete the Life Safety Assessment utilizing the most current approved edition of the Life Safety Code NFPA 101 applicable to the existing buildings. Contractor shall document any discrepancies between existing Life Safety drawings and the actual conditions and update the Life Safety drawings for the facility. Contractor will provide a written report of all deficiency findings with reference to the code standard and with recommendations for correction. Contractor will perform survey on consecutive days unless a different schedule is approved by the Facility COR or designee. The on-site portion of the survey should be conducted within 30 calendar days of contract award. Final report of deficiencies will be submitted within 30 calendar days of the on-site survey. Updated life Safety Drawings will be submitted within 90 days of the on-site survey.

Contractor is to provide complete life safety assessment services for each building 1, 30, 32, 38, 40 and 68. The buildings information is provided below to include number of floors, occupancy type, and square footage.

James A. Haley VA Hospital Tampa, Florida

Total

Breakdown Building 1

Breakdown Building 30

Total

Breakdown Building 32

Total

Breakdown Building 38

Total

Breakdown Building 40

Total

Breakdown Building 68

Total

The Services shall consist of all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personnel services to meet performance under this contract as listed in more detail, below.

Specific Tasks:

1. Third-Party Fire Protection Code Life Safety Assessment.

The contractor shall conduct the assessment Monday – Friday 0800-1830 excluding all government holidays. Contractor will conduct a thorough on-site review of the facility and assess compliance with Life Safety Code NFPA 101. Contractor will use the current Life Safety Drawings as provided by the COR for each building. Contractor will inspect all fire barrier, smoke barrier, and hazardous room walls above the ceiling and doors for code compliance, except in areas of Building 1 that has asbestos containing fireproofing. Asbestos drawings will be available to the contractor prior to and during the inspection of building 1. The contractor’s Life Safety Assessment is to include but not limited to a visual or physical inspection of the following:

i. Fire rated doors and assemblies

ii. Smoke doors and assemblies

iii. Fire rated Barriers for the full length of each fire barrier.

iv. Smoke Barriers for the full length of each smoke barrier

v. Smoke detectors

vi. Fire damper and combination fire/smoke dampers

vii. Smoke dampers

viii. Fire pull stations

ix. Portable fire extinguishers

x. Hazardous areas

xi. Egress paths

xii. Exit signs

xiii. Illumination devices and emergency lighting

xiv. Fire resistance ratings of doors and partitions.

xv. Water-based fire suppression system (sprinkler system)

xvi. Kitchen cooking exhaust equipment

xvii. Elevators

xviii. Enclosure protection

xix. Fire Alarm Horn and/or Strobe Locations

xx. Miscellaneous life safety features and components

2. Life Safety Assessment Report of Deficiencies. The contractor shall provide a written report identifying all life safety deficiencies identified during the Life Safety Assessment for the facility within 30 calendar days of performing the on-site survey. Each deficiency identified must have a photo of the deficiency, a unique identifier, corrective action recommendations and shall provide reference to the code standards that apply to the existing buildings. Corrective actions shall be feasible, equitable and efficient.

3. Update Facility Life Safety Drawings. The contractor shall provide the facility with updated Life Safety Drawings within 90 days of completing the on-site Life Safety Assessment. The updates shall be clear and legible when printed and reflect the facilities current conditions. Any areas under construction and inaccessible shall be identified on the Life Safety Drawings and marked under construction, asbestos, etc. Contractor must submit 2 hard copies of the Life Safety Drawings and an electronic copy of the Life Safety Drawings to the COR within 90 days of completing the on-site Life Safety Assessment.

Requirements: The Supervising Fire Protection Engineer must have extensive experience (10+ years) designing healthcare facilities and conducting building assessments. Contractor shall use the most current approved applicable edition of the Life Safety Code (NFPA 101) for the Life Safety Assessment of the facility. Contractor shall perform the on-site survey on consecutive days and take no more than 5 days to complete the assessment. The contractor shall provide necessary Fire Protection Engineer Certification for all personnel and non-personnel used to complete the assessment. All work for the duration of the contract shall be performed by certified trained Fire Protection Engineers.

Training and Records Maintenance: All personnel servicing this contract must be professional certified Fire Protection Engineers. The contractor will provide all professional certifications and copy of training certificates/certification to the COR within 3 days of contract award for all contractor personnel performing work under this contract.

Documentation of Services Provided: Contractor shall provide a written report of deficiencies within 30 calendar days of the on-site Life Safety Assessment. At a minimum the report shall include:

a. A unique identifier for each deficiency

b. Building, floor, room/area identification for each deficiency

c. A full description of each deficiency, including pictures for each finding

d. The code standard referenced for each deficiency

e. Provide feasible, equitable and efficient corrective actions per deficiency.

Compliance. The contractor shall be fully responsible for compliance with all VA, Local, State, and Federal occupational safety laws, rules, and regulations. The contractor shall follow life and safety codes and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. The contractor is responsible for meeting all applicable OSHA and VA guidelines for safe working procedures. All work for the duration of the contract shall be performed by certified trained Fire Protection Engineers.

Contractor Employees. Contractor personnel shall present a neat appearance and be easily recognized as contract employees.

Changes to Performance work statement. Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO (or designee) shall be borne by the contractor.

4. Performance Standards:

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

The Performance Requirements are listed below. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

· Incentives: Favorable contactor performance evaluation

· Disincentive: Unfavorable contractor performance evaluation

Repeated violation may result in termination of services

5. Incentives/Disincentives The Government shall use favorable contractor performance evaluations as incentives. Incentives/Disincentives shall be based on exceeding, meeting, or not meeting performance standards.

6. Procedures/Methods of QA Surveillance Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

a. Direct Observation. Direct observation can be performed periodically or through 100% surveillance.

b. Reported complaints. Any complaint data is reviewed by the CO/COR and any validated complaints against a contractor will be further investigated.

7. Ratings Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Positive Outcome: No more than 1incident of not meeting the performance standard during the period of performance.

Neutral Outcome: No more than 3 incidents of not meeting the performance standard during the period of performance.

Negative Outcome: More than 3 incidents of not meeting the performance standard during the period of performance.

8. Documenting Performance

a. Acceptable Performance The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. Unacceptable Performance When unacceptable performance occurs, the COR shall inform the Contracting Officer (CO). This shall normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in their respective file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the CO. The CO will in turn review and submit to the contractor’s program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing. The CDR shall specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR shall also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement.

During contract performance, the COR will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings.

The COR shall conduct a performance assessment meeting with the contractor if negative trends are identified, otherwise an annual performance assessment report will be completed and uploaded into the Contractor Performance Assessment Reporting System (CPARS).

10. WITH NO SENSITIVE DATA BUT REQUIRES TRAINING

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. 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.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required for this PWS.

All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives (HIR) will coordinate with Contracting Officer Representative for instructions, so they are in compliance with James A. Haley Veterans’ Hospital policies listed on the JAHMC Document Management Center share point site:

HPM NO. 90-25; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; SECURITY MANAGEMENT PROGRAM

HPM NO. 13205; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than 3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self-adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch. The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service Point of Contact.

11. NARA Records Management Language for Contract

a. 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.

b. 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.

c. 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.

d. James A Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics 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 James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

e. 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 James A. Haley Veterans’ Hospital and Clinics 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).

f. 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 James A. Haley Veterans’ Hospital and Clinics guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

g. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with James A.