S02 36C25625Q0870 VISN 16 Enterprise Dose Management Support.pdf

A.1 COMBINE SYNOPSIS SOLICITATION

Solicitation Number: 36C25625Q0870

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13.5, Simplified

Acquisition Procedures for Certain 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 will not be issued.

2. This solicitation document incorporates provisions and clauses are those in effect through Deviations

FEB 2025 CAAC Letters 2025-01/02(eff.02/18/2025) and Acquisition Policy Flash 25-05.

3. This requirement is solicited as Unrestricted. The North American Industry Classification System number is 541519 with a size standard in number of $34 Million.

4. Place of Performance: VISN 16 Nexodose virtual server installed at the Michael E. DeBakey VAMC located in Houston, TX. 77030.

5. Period of Performance: June 1, 2025 to May 31, 2026 plus four ordering periods.

6. All questions regarding this solicitation shall be submitted via email to Anthony Marion at anthony.marion2@va.gov no later than 10:00am. Central Standard Time on 5/14/2025.

7. Quotes are due no later than 5/21/2025 at 10:00am (CST) and shall be submitted electronically via e-mail to anthony.marion2@va.gov.

The following provisions apply to this acquisition:

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 ADDENDUM, EVALUATION – COMMERCIAL ITEMS (Nov 2021) apply to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and

Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 shows FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR.

mailto:anthony.marion2@va.gov

36C25625Q0870

Table of Contents

A.1 COMBINE SYNOPSIS SOLICITATION

SECTION B - CONTINUATION OF COMBINE SYNOPSIS SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

B.4 STATEMENT OF WORK (SOW)

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS) ... 16

SECTION C - CONTRACT CLAUSES

C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) 18

C.2 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.3 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.4 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

C.6 852.222-71, Compliance with Executive Order 13899 (Deviation) (April 2025)

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.8 VAAR 852.239-70 SECURITY REQUIREMENTS FOR INFORMATION

TECHNOLOGY RESOURCES (FEB 2023)

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

C.10 VAAR 852.246-71 REJECTED GOODS (OCT 2018)

C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.12 IT CONTRACT SECURITY

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 FAR 52.212-1 ADDENDUM, INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS

E.2 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.4 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—

REPRESENTATION AND DISCLOSURES (DEC 2023)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.7 VAAR 852.239-71 INFORMATION SYSTEM SECURITY PLAN AND

ACCREDITATION (FEB 2023)

E.8 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY

ACCESSIBILITY NOTICE (FEB 2023)

E.9 VAAR 852.215-72 NOTICE OF INTENT TO RE-SOLICIT (OCT 2019)

E.10 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.11 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.12 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.13 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.14 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES (MAY 2024) (DEVIATION FEB 2025)

SECTION B - CONTINUATION OF COMBINE SYNOPSIS

SOLICITATION

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256 Anthony Marion

Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

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.

FSC e-Invoice Payment. Invoice Setup Information 1-877-489-6135 http://www.fsc.va.gov/fsc/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the

Solicitation numbered and dated as follows:

AMENDMENT NO DATE

NOTES

(1) Task Orders may be issued by mail, email, or facsimile.

(2) Task Orders will be issued by warranted Contracting Officers of VHA Network Contracting Office 16

(NCO 16).

(3) Task Orders will be priced based on the price(s) in effect on the date the order is signed by the

Contracting Officer.

http://www.fsc.va.gov/fsc/einvoice.asp

(4) The total guaranteed minimum value of this contract is $2,500.00. The Government makes no other guarantees regarding combined or individual order amounts.

(5) The maximum capacity (value) for this contract, including all orders placed against it is limited to $500,000.00. This amount shall not be exceeded by any individual order, or combination of orders placed.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Contractor shall provide all personnel, licenses, software, preventive maintenance , software updates /upgrades, services, training and technical support for the VISN 16 Enterprise Dose Management system per the

Statement of Work (SOW). Contractor/personnel shall be authorized and trained by original equipment manufacturer (OEM) to support government

Nexodose server installed and interfaced with VHA server with REM

Registry at the Cleveland VA Data Center.

Ordering Period: Base

POP Begin: 06-01-2025

POP End: 05-31-2026

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

PRODUCT/SERVICE CODE: 7A20 - IT and Telecom - Application

Development Software (Perpetual License Software) maintenance , software updates /upgrades, services, training and technical support for the VISN 16 Enterprise Dose Management system per the

Statement of Work (SOW). Contractor/personnel shall be authorized and trained by original equipment manufacturer (OEM) to support government Nexodose server installed and interfaced with VHA server with REM Registry at the Cleveland VA Data Center.

Ordering Period: 1

POP Begin: 06-01-2026

POP End: 05-31-2027

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services maintenance , software updates /upgrades, services, training and technical support for the VISN 16 Enterprise Dose Management system per the

Statement of Work (SOW). Contractor/personnel shall be authorized and trained by original equipment manufacturer (OEM) to support government Nexodose server installed and interfaced with VHA server with REM Registry at the Cleveland VA Data Center.

Ordering Period: 2

POP Begin: 06-01-2027

POP End: 05-31-2028

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services maintenance , software updates /upgrades, services, training and technical support for the VISN 16 Enterprise Dose Management system per the

Statement of Work (SOW). Contractor/personnel shall be authorized and trained by original equipment manufacturer (OEM) to support government Nexodose server installed and interfaced with VHA server with REM Registry at the Cleveland VA Data Center.

Ordering Period: 3

POP Begin: 06-01-2028

POP End: 05-31-2029

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services maintenance , software updates /upgrades, services, training and technical support for the VISN 16 Enterprise Dose Management system per the

Statement of Work (SOW). Contractor/personnel shall be authorized and trained by original equipment manufacturer (OEM) to support government

Nexodose server installed and interfaced with VHA server with REM

Registry at the Cleveland VA Data Center.

Ordering Period: 4

POP Begin: 06-01-2029

POP End: 05-31-2030

PRINCIPAL NAICS CODE: 541519 - Other Computer Related Services

GRAND TOTAL __________________

B.3 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY DELIVERY DATE

0001 SHIP TO: Michael E.DeBakey VA

Medical Center

2002 Holcombe Boulevard

Houston, TX 77030

USA

12.00 06-01-25-05-31-26

MARK FOR: Charles Jones

713-321-8593

Charles.jones6@va.gov

1001 SHIP TO: Michael E.DeBakey VA

Medical Center

12.00 06-01-26-05-31-27

2002 Holcombe Boulevard

2001 SHIP TO: Michael E.DeBakey VA

2002 Holcombe Boulevard

12.00 06-01-27-05-31-28

3001 SHIP TO: Michael E.DeBakey VA

2002 Holcombe Boulevard

12.00 06-01-28-05-31-29

4001 SHIP TO: Michael E.DeBakey VA

2002 Holcombe Boulevard

12.00 06-01-29-05-31-30

B.4 STATEMENT OF WORK (SOW)

(VISN) 16 – Enterprise Dose Management Support

1. VISN 16 Enterprise Dose Management Support

2. Background. Dose Tracking is a requirement of Veteran Health Administration (VHA)

Directive 1105.4, Fluoroscopy Safety and The Joint Commission (TJC) for computed tomography (CT) and fluoroscopy procedures.

a. The Joint Commission requirements (Sentinel Event Alert, Issue 47, August 24, 2011):

• “Create and implement processes that enable radiologist to provide guidance to and dialogue with referring physicians regarding the appropriate use of diagnostic imaging

• “Provide physicians and technologists with reference doses based on anatomy, purpose of the study, and patient size.”

• “Investigate patterns outside the range of appropriate doses.”

• “Record the dosage or exposure as part of the study’s summary report of findings.”

b. VA Radiation Dose Network (VARDN): Originated from a FY19 Spark-Seed-Spread

Investment Program award, resulting in National Contract # NNG15SD22B (awarded on

5/24/19) allowing 200 additional connections to the Philips DoseWise used at Cleveland

VAMC.

c. A connection exists when a diagnostic imaging modality (e.g., Computed Tomography (CT)

Scanner, Fluoroscopy Machine, Mammography Machine) from a Veterans Affairs Medical

Center (VAMC) facility sends a machine-generated dose report (e.g., Radiations Structured

Dose Report) to the central dose tracking server located at the Cleveland Data Center. These additional connections allowed VARDN dose tracking support for VAMCs within Veterans

Integrated Service Network (VISN) 2 VISN4, VISN6, VISN7, VISN9 and VISN16.

d. VISN Enterprise Dose Management was previously awarded to Agfa HealthCare under

36C10A21P0019 awarded on 4/1/21 for aggregation for dose tracking within VISN 10. This contract was the prototype for a Radiation Exposure Monitoring (REM) Registry.

e. REM Registry originated from a FY22 Spark Spread Seed Investment Program award, resulting in a modification to National Contract Order # 36C10A21P0019 (awarded on

12/13/21) allowing VISN - Enterprise Dose Management connections to the REM Registry located within the Cleveland Data Center.

f. VISN 16 purchased and installed the Enterprise Dose Management system under AGFA

Healthcare Corp., national acquisition contract (NAC) order 36L79723F0017. Server included but not limited to the following:

3. Scope. VISN 16 Enterprise Dose Management provides patient dose tracking (e.g., CT & fluoroscopy) for VAMCs within the VISN and aggregation within the REM Registry located at the Cleveland Data Center. The scope of this specific acquisition is the continued maintenance and support for the VISN 16 Enterprise Dose Management system already implemented.

a. Enterprise Dose Management allows:

• Economy of Scale (e.g., fewer servers, software licenses and installations).

• Patient Safety (e.g., automatic alerts issued by software when action levels are exceeded).

• Standardization (e.g., enterprise management of CT protocols and fluoroscopy techniques).

• Optimization (e.g., enterprise management for quality improvement).

• Expanded Capabilities (e.g., MRI Specific Absorbed Dose, Center of Mass Offset for

CT & MRI, contrast injector dose for patients).

• Electronic Health Record Modernization (EHRM) (e.g., HL7 standardization and

Cerner interface).

b. Government Enterprise Dose Management support include, but not limited to:

• Virtual DoseMonitor Server located in Houston, TX which is licensed for quantity one

(200-225k exams annually) plus quantity seven (additional 50K exams annually)

• Quantity of eight REM Registry connections to VA Cleveland Data Center for V16 facilities and CBOCs associated with:

• Alexandria, LA

• Biloxi, MS

• Fayetteville, AR

• Houston, TX

• Jackson, MS

• Little Rock, AR

• New Orleans, LA

• Shreveport, LA

4. Contractor shall provide all personnel, licenses, software, equipment, and original equipment manufacturer (OEM) documentation /evidence to provide the following:

• Enterprise Dose Management maintenance and support for its Nexodose server installed and interfaced with VHA server with REM Registry at the Cleveland VA

Data Center.

• maintenance actions, preventive maintenance actions, software updates /upgrades, service support, technical support, technical expertise, personnel, and accessibility that would be in accordance with original equipment manufacturer (OEM) recommended standards, guidelines, and functionality for this system.

• Services that are executed and any work/service/repair done on the system shall ONLY be furnished (or otherwise provided by) factory trained, factory certified technicians who are familiar with this system to the extent necessary for successful execution and in accordance with OEM guidelines/recommendations.

• Contractor shall have service technicians (or other personnel providing support) that have completed the required training and possess the required competencies that relate to any software utilized or needed by the system for operation. For personnel executing services, performing work, and /or providing support require credentials that demonstrate OEM knowledge /competency on this system. This includes course, training, or attendance completion to attain or otherwise achieve such knowledge/competency. Contractor shall submit with technical quote OEM current training and certification.

• Technical support and/or help desk line that is available 24 hours a day, 7 days a week, and 365 days a year that the facility can reach out to for support if needed.

• Contractor shall ensure all safety inspections performed, comply with all applicable federal, state, and regulatory requirements, manufacturer standards, and meet Food and Drug Administration (FDA) alerts and recall requirements.

• Contractor shall ensure continuous access to the most up to date manufacturer software revisions of any needed software to ensure the system operates at maximum capacity/functionality.

• Contractor shall have the legal rights, authorizations and other accessibilities needed to furnish the following: All OEM needed, recommended, and required software updates, upgrades, and enhancements to the system which are current and/or when they become available. Contractor shall submit with technical quote OEM authorization to distribute, service and resell its products.

• Contractor shall ensure that software functions at a 95% uptime rate.

Contractor shall submit with technical quote its capability to maintain a 95% uptime rate.

5. Contractor shall submit with technical quote:

• Copy of its Memorandum of Understanding and Information Security Agreement

(MOU/ISA) in place with the United States Government.

• Copy of its software including SQL database approved by VA Enterprise

Architecture (EA) and listed within VA Technical Reference Model (TRM).

NOTE: TRM users must have a VA network user account to submit an Add/Update request. If the contractor would like to submit a request contractor will be required to work with their VA

Project/Program Manager and have him/her submit, if a valid business need exists.

6. Specifications. VISN 16 Enterprise Dose Management interfaces with Picture Archiving and

Communication System (PACS) and REM Registry allowing patient dose to be captured from a

Digital Imaging and Communications in Medicine (DICOM) structured dose report. Enterprise

Dose Management captures patient dose in a standardized electronic format (e.g., RSDR and

HL7); allowing dose tracking to interface (storage) with the patient’s EHR (e.g., Cerner).

Capabilities of the VISN 16 Enterprise Dose Management includes:

• Extracting patient skin dose (Air Kerma) from interventional radiology & cardiology

DICOM summary reports and calculate patient peak skin dose.

• Extracting patient dose (CTDIvol) from (CT) Computed Tomography (DICOM) Digital

Imaging and Communications Medicine summary reports.

• Calculation effective (CT) Computed Tomography dose including organ dose within patient target region.

• Customize CT Diagnostic Reference Levels (DRLs) and flag patient dose >DRL.

• Calculate Size Specific Dose Equivalent for CT dose based on Water Equivalent Dose.

• Provide cumulative patient dose history (e.g., CT & fluoroscopy).

• Provides customized dose summary reports include a (REM) Radiation Exposure

Monitoring Registry comparison tool for Quality Assurance.

• Automatic email notification based on user defined patient dose parameters (e.g., DRLs for CT and Dose Alerts for fluoroscopy).

• Installation of dose tracking on virtual server(s) located at the VISN16.

• Aggregation of VISN dose tracking with Radiation Exposure Monitoring Registry located at the Cleveland Data Center.

7. Qualified vendor shall maintain:

• Interconnection Security Agreement and Memorandum of Understanding (MOU)

Interconnection Security Agreement (ISA) with Department of Veterans Affairs.

• Business Association Agreement (BAA) with VA.

• Ability to remote access Cleveland VA virtual server to install software, provide technical support and troubleshoot.

• (Structure Query Language) database compatible with virtual software installed within the Cleveland VA Data Center.

• Software including SQL database approved by VA Enterprise Architecture

(EA) and listed within VA Technical Reference Model (TRM).

8. Security Requirements: Software shall conform with security requirements and specifications (i.e., MOU & BAA) in this SOW. Contractor shall provide all information required by VA Information Security Officer (ISO), Contracting Officer (CO) and Privacy Officer (PO) requirements of VA Handbook 6500.6, Contract Security.

The contractor will not have access to VA Desktop computers and nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from

VA custody.

The contractor will have access to protected Patient Health Information (PHI) and they will have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

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.

Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs. 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 Head of the Contracting

Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs 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).

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 Department of

Veterans Affairs 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 Department of Veterans Affairs policy.

The Contractor shall not create or maintain any records containing any non-public Department of

Veterans Affairs 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.

Department of Veterans Affairs 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

Department of Veterans Affairs 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.

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

9. Place of Performance. The work will take place at the VISN 16 Nexodose virtual server installed at the Michael E. DeBakey VAMC located in Houston, TX. Remote support and maintenance of the software installed on a VHA server interfaced with REM Registry located at the Cleveland Data Center.

10. Period of Performance. Base year ordering period 4 one-year ordering periods.

Estimated date of award June 1, 2025

Base Ordering Period (12 Months) 06-01-2025-May 31, 2026

Ordering Period 1 (12 Months) 06-01-2026-May 31, 2027

Ordering Period 2 (12 Months) 06-01-2027-May 31, 2028

Ordering Period 3 (12 Months) 06-01-2028-May 31, 2029

Ordering Period 4 (12 Months) 06-01-2029-May 31, 2030

11. Holidays. The Government hereby provides notice, and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1

Martin Luther King's Birthday Third Monday in January

President's Birthday Third Monday in February

Memorial Day Last Monday in May

Juneteenth National Independence Day June 19

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11

Thanksgiving Day Fourth Thursday in November

Christmas December 25

In addition to the days designated as holidays, the Government observes the following days:

1. Any other day designated by Executive Order;

2. Any other day designated by the President’s Proclamation; and

3. Any other day designated by Federal Statute.

12. Changes to Statement of Work. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract and such changes will be executed bi-laterally in accordance with FAR 52.212-4(c). The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the

Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

13. Invoicing and Payment.

a. Invoices shall be submitted monthly in arrears.

b. All Invoices from the contractor shall be submitted electronically in accordance with VAAR

Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice

Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, Vendor

Electronic Invoice Submission Methods. Facsimile, e-mail, 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 electronic data transmission methods below: VA’s Electronic Invoice Presentment and Payment System – The

FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission.

Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. 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 (http://www.x12.org).

14. Records Management. When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract.

Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in

Federal contracts for a variety of services and products.

The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within

Federal information system contracts.

15. RECORDS MANAGEMENT OBLIGATIONS

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:

includes Department of Veterans Affairs records.

does not include personal materials.

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.x12.org/ applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

may include deliverables and documentation associated with deliverables.

C. Requirements

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.

Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs. 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. 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 Department of Veterans Affairs 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).

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 Department of

Veterans Affairs 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 Department of Veterans Affairs policy.

The Contractor shall not create or maintain any records containing any non-public Department of

Veterans Affairs 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.

The Department of Veterans Affairs 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 Department of Veterans Affairs 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.

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

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

D. Flowdown of requirements to subcontractors

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

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

Contractor.

B.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

(CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented

Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.

Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for On Line Training for

Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor

Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing

Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no

Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing

Official’s evaluation signature date, the Contractor Representative will be “locked out” of the evaluation and may no longer send comments.

(f) The following guidelines apply concerning Contractor Representative use of the past performance evaluation:

(1) Protect the evaluation as "source selection information." After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting

Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre award surveys, responsibility determinations, production readiness reviews, or other similar purpose.

SECTION C - CONTRACT CLAUSES

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.1 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR

(APR 1984)

Funds are not presently available for performance under this contract beyond 05-31-2026. The

Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 05-31-2026, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

(End of Clause)

C.2 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC

2022)

The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation letter shall be furnished to the Contractor.

(End of Clause)

C.3 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the

Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of Clause)

C.4 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND

VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023)

(DEVIATION)

(a) In an effort to achieve socioeconomic small business goals, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business certification status and their proposed use of eligible certified service-disabled veteran-owned small businesses (SDVOSBs) and certified veteran-owned small businesses (VOSBs) as subcontractors.

(b) Eligible and certified service-disabled veteran-owned small businesses offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the certified Service-Disabled Veteran-Owned and Veteran-Owned Small Business Status evaluation factor.

To receive credit, an offeror must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database on the SBA Veteran Small Business

Certification Program portal at https://veterans.certify.sba.gov/ (see 13 CFR 128) and be otherwise eligible in accordance with SBA size standards for the acquisition and limitations on subcontracting requirements set forth in SBA regulations (see 13 CFR 121, 125 and 128.).

(c) Non-Veteran offerors proposing to use certified SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the certified SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be listed at the time of submission of offers and at time of award, as a certified SDVOSB/VOSB in the SBA certification database.

(d) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.5 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (OCT 2019)

(a) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses

(SDVOSBs) or veteran-owned small businesses (VOSBs) proposed as subcontractors in accordance with

852.215–70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more SDVOSBs or VOSBs for subcontract work of the same or similar value.

(b) Pursuant to 38 U.S.C. 8127(g), any business concern that is determined by VA to have willfully and intentionally misrepresented a company’s SDVOSB/VOSB status is subject to debarment for a period of not less than five years. This includes the debarment of all principals in the business.

(End of Clause)

C.6 852.222-71, Compliance with Executive Order 13899 (Deviation) (April 2025)

a. The contractor shall comply with Executive Order 13899, Combating Anti-Semitism, pursuant to Title

VI of the Civil Rights Act of 1964 (Title VI), 42 U.S.C. 2000d et seq.

b. The contractor shall timely disclose, in writing, to the Contracting Officer, whenever, in connection with the award, performance, or closeout of this contract or any subcontract thereunder, the Contractor has credible evidence that a principal, employee, agent, or subcontractor of the Contractor has committed a violation under Executive Order 13899, Combatting Anti-Semitism pursuant to the Civil Rights Act of

1964 (Title VI), 42 U.S.C. 2000d et seq.

c. The contractor shall include the terms and conditions of this clause in every subcontract or purchase order so that these terms will be binding on every subcontractor or vendor.

https://veterans.certify.sba.gov/

C.7 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

(a) Definitions. As used in this clause—

(1) Contract financing payment has the meaning given in FAR 32.001;

(2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity.

This office may be different from the office issuing the payment;

(3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause.

Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests;

(4) Invoice payment has the meaning given in FAR 32.001; and

(5) Payment request means any request for contract financing payment or invoice payment submitted by the contractor under this contract.

(b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required.

(c) Data transmission. A contractor must ensure that the data transmission method and format are through one of the following:

(1) VA’s Electronic Invoice Presentment and Payment System at the current website address provided in the contract.

(2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the

Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI).

(d) Invoice requirements. Invoices shall comply with FAR 32.905.

(e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for—

(1) Awards made to foreign vendors for work…