S02 36C25722Q0547_V3.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C25722Q0547 06-09-2022

Frank Mendoza 214-857-1066 06-17-2022

15:00 CDT

36C257 Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

X 100

X

493110

$30 Million

N/A

36C257

Department of Veterans Affairs North Texas Healthcare System 4500 S Lancaster Rd

Dallas TX 75216

36C257

NCO 17

Department of Veterans Affairs North Texas Veterans Health Care Center 124 E. Hwy 67, Suite 100

This is accomplished through the Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

Contractor shall provide Move and Storage services for the North Texas Healthcare System in accordance with the

Price/Cost Schedule of Services and Performance Work Statement referenced in pages 6 to 26.

For solicitation submission requirements and evaluation factors for this solicitation reference pages 51 and 59.

This solicitation is issued in accordance with Federal Acquisition Regulation (FAR) 13.5.

See CONTINUATION Page

X 1

Frank Mendoza Contracting Officer

36C25722Q0547

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

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

AND COMMERCIAL SERVICES (NOV 2021)

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

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

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 34

C.5 VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING

ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS

C.6 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.8 VAAR 852.219-77 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021)

(DEVIATION)

C.9 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JAN 2021) (JUL 2020)

(DEVIATION)

C.10 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 QUALITY ASSURANCE SURVEILLANCE PLAN

D.2 WAGE DETERMINATION

D.3 SMALL BUSINESS SUBCONTRACTING PLAN CERTIFICATION

D.4 PAST PERFORMANCE REFERENCE

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

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

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

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

E.7 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.8 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (FEB 2021) (JUL 2020) (DEVIATION)

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: ______________________

SAM UEID______________

Email: _________________

Tax ID:_________________

b. GOVERNMENT: Frank Mendoza, Contracting Officer

Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100

Francisco.Mendoza@va.gov

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.

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

AMENDMENT NO DATE

mailto:Francisco.Mendoza@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

This is a Service contract to provide Move And Storage for VANTXHC.

Contractor shall provide all labor and equipment for installation, relocation and storage of Office Equipment, Furniture and Medical Equipment.

Contract Period: Base POP Begin: 08-01-2022 POP End: 07-31-2023

Contractor shall provide all labor and equipment for installation, relocation and storage of Office Equipment, Furniture and Medical Equipment.

Contract Period: Option 1 POP Begin: 08-01-2023 POP End: 07-31-2024

Contractor shall provide all labor and equipment for installation, relocation and storage of Office Equipment, Furniture and Medical Equipment.

Contract Period: Option 2 POP Begin: 08-01-2024 POP End: 07-31-2025

GRAND TOTAL __________________

B.3 PERFORMANCE WORK STATEMENT

VANTHCS MOVE AND STORAGE SERVICES

1 – Description of Services

1.1. Scope

1.1.1. The Veterans Health Administration’s North Texas Healthcare System (VANTXHCS) is requesting temporary storage, transportation, assembly, the design/layout, and disassembly for current inventory as well as anticipated equipment orders yet to arrive. The relocation of existing furnishing and personal property within workstations, the repair or servicing of existing furnishings, and the public display of surplus furnishings being disposed through a Federal Lot Sale. Furnishings may include systems furniture such as the products provided by the firms Herman Miller, Knoll, Haworth, Westin House, All Steel, and others, as well as other components of a workstation in both an office and/or medical environment. This requirement does not include Information Technology equipment but does include the data lines that are part of the system furniture assembly. The Contractor shall furnish all contract oversight, management and technical advice; supervisory and technically trained personnel; uniforms; equipment, materials, and supplies necessary to provide equipment moving, relocation and temporary storage services.

1.1.2. The services are required for the above items at the following locations: VANTXHCS has 2,448,702 square feet of space located on an 99 acre campus in south Dallas at the intersection of Lancaster Road and Ledbetter; smaller off-site locations within the Dallas- Fort Worth, Texas, Metroplex area; the Dallas VA Medical Center-1,759,984 Sq. Ft.; the Bridge- 10,000 Sq. Ft.; the Dallas VA Inspector General office-10,000 Sq. Ft.; the Fort Worth Outpatient Clinic-178,000 Sq. Ft.; the Veterans integrated Service Network (VlSN) headquarters in Arlington, Texas-23,864 Sq. Ft.; the Vet Center Fort Worth -10 ,000 Sq.

Ft.; Fort Worth (New York Ave.) – 9,950 Sq. Ft.; Lancaster the Vet Center Dallas- 10,000 Sq. Ft.; TR Houses- 10,000 Sq. Ft.; Tyler CBOC-12,096 Sq. Ft.; New Tyler OPC – 51,834 Sq. Ft.; the Ft. Worth Homeless Veterans- 10,000 Sq. Ft; Lancaster CMOP- 83,707 Sq. Ft.;

Lancaster Lease – 8,215 Sq. Ft.; Herzog- 10,000 Sq. Ft.; the Polk Clinic- 10,000 Sq. Ft.;

VA facilities in Bonham, Texas- 40 3,292 Sq. Ft.; Grand Prairie, Texas – 29,340 Sq. Ft and Garland CBOC, Texas – 501,930 Sq. Ft.

1.1.3. The Contractor shall be responsible for ensuring all services, parts, and Original Equipment Manufacturer (OEM) components provided under this contract are in accordance with (IAW) the terms and conditions outlined herein, conform to the manufacturer’s equipment specifications and this PWS.

1.1.4. The contractor shall provide these services only by an electronic work order placed for each task requested. The contractor shall provide an internet browser-based work order management system, such as IQ from IQ Group of Companies, Inc., or comparable Software Program. The Software Program is to be presented to designated Interior Design Team, providing an opportunity for ID to review / approve Program. VA will provide a list of staff members who are authorized to request services under this contract for Engineering Service as well as Supply Chain Management (SCM). VA shall provide Both POC/COR’s names and phone numbers to the contractor after award.

1.2. Requested Services

1.2.1. The Contractor shall provide proper storage for existing not-in-use furnishings. The climate control in the storage facility shall be adequate for the items being stored. The warehouse must be clean, organized, pest controlled, and furnishings properly covered to preserve coloring and antimicrobial on furniture. The square footage required 100,000 square feet to store the furnishings according to the order.

1.2.2. A. The Contractor will be provided a one-week lead time notification of the required move date. This lead time will be used to review site/material and provide VANTXHCS with move plan and cost estimate.

1.2.2.1. The Contractor shall designate an on-site working supervisor. An on-site supervisor will require a cell phone or other means of communication. The working supervisor will coordinate each moving service activity with the Contracting Officer Representative and provide technical advice on how to accomplish the mission with as little disruption to hospital services as possible. The working supervisor will be responsible for directing the activity of crew members.

1.2.2.2. The Contractor shall receive, notify VA, and update the Government Property Record for all items (both new and existing) ordered by VA to be delivered to the Contractor's storage facility. The Contractor will conduct an on-site assessment of the equipment to be moved, verify equipment counts and verify the type and location (origin/destination) of said equipment. If a better methodology for moving or covering the equipment is available to meet the hospital needs, those will be discussed with the move team (led by the SCM Representative).

1.2.2.3. The Contractor shall provide, update, and maintain the Government Property Record or each item that is received and stored. The Contractor shall provide a complete manifest of items that are being transported from one facility to another. The Contractor is not required to provide a manifest for items being relocated within the same location (For example a move from the Dallas VA, 4th Floor, Building 1 to the 3rd Floor, Dallas VA Building 2.

1.2.2.4. The Contractor shall store government property within a normal forty-five minute commute of the VA main campus at 4500 S. Lancaster, Dallas, Texas. The storage facility shall have adequate climate control temperature must be kept between 68 - 74 degrees in all seasons to protect the furnishing from damage. Damage includes the separation of adhesively bonded surfaces, fading, water stains, dirt/dust, cracking or any other damage that occurs from variances in temperature, exposure, and humidity. All items shall be stored according to the specs.

1.2.2.5. The Contractor shall provide a standard crew consisting of sufficient and qualified personnel to ensure a swift move to comply with the facility’s requirements within a predetermined and agreed upon time frame. The contractor shall provide crews sufficient to perform tasks every Monday through Saturday (0700 hours to 1900 hours).

1.2.2.6. The Contractor shall provide sufficient personnel/crews based on workload as required to accomplish assigned tasks and will communicate these numbers to the COR’s five days prior to the scheduled move date. Requests by the contractor for additional personnel/crews will be made a minimum of three calendar days in advance of the moving service determining the workforce for move.

1.2.2.7. The Contactor shall ensure all crew members are in proper uniform throughout their tour of duty. Supervisors and crew members who are not in proper uniform shall Not work at the VANTXHCS. Part of the proper uniform is a hospital issued ID badge.

1.2.2.8. The Contractor shall immediately notify VA of any discrepancies between orders and deliveries, between the government property record and any inventory, any product failures or damages and any other information regarding the safe-guarding of government property.

1.2.2.9. The Contractor shall allow VA unlimited access to Government Property in the Contractor's possession. VA reserves the right to remove items from the inventory that are stored by the Contractor as long as VA properly notifies the Contractor of the items removed so that the Government Property Record remains accurate. The contractor shall perform complete physical inventory of the Government property in its possession on April 1st, and October 1st of each contract year. The results of these inventories are due the 15th day of the same month that the inventory is completed and send electronic copy to the

COR.

1.2.3. The Contractor will be available to deliver-out or install items after hours if needed as approved by the COR.

1.2.4. The Contractor must comply and follow Government rules and regulations for disposal of government property. VANTXHCS shall provide necessary training and guidance for procedures.

1.2.5. Any new item must be inspected and received by VANTXHCS personnel before custody is given to the carrier and any deliveries from the carrier warehouse to VANTXHCS must be inspected and signed for by VANTXHCS personnel upon arrival.

1.3. MOVING SERVICES ACTIVITIES

1.3.1. Moving activities include, but are not limited to, moving miscellaneous free-standing furniture items; equipment; supplies; filing cabinets of various types and sizes; delivering and picking up empty moving boxes; and disposal of designated items such as removal of trash from work sites and excessing furniture. Moving activities could be both on-site and off-site.

1.3.2. The process for moving activities could include, but not be limited to:

1.3.2.1. Padding, packing, and/or crating as required for safe transport.

1.3.2.2. Loading and transporting to the new location.

1.3.2.3. Unloading and placement of the property as directed by the COR or as shown on the Government-furnished concept plan, which may be in EXCEL format.

1.3.2.4. Removal of packing and crating materials and cleanup of moving activity area as directed by the COR.

1.3.2.5. Any other service which would normally be included in a complete moving activity such as floor protection, wall padding, and elevator padding.

1.3.2.6. The contractor shall in all cases do a pre-move survey to verify amounts, quantities, types of materials to be moved so that there is no difference of opinion about the moving resources or moved equipment at a later date.

1.3.2.7. VANTXHCS will provide lists of the various floors to move and as detailed a list to the contractor for each move as is possible.

1.3.2.8. Storage location site visit will be required for approval by VA. Storage location needs to be within 45 minutes of driving time from VA North Texas Healthcare System 4500 South Lancaster Rd Dallas Texas 75216

1.3.2.9. Include three level racks to store materials.

1.3.2.10. Installation of systems furniture is required

1.3.2.11. Contractor shall have a receiving station to accept shipments directly from suppliers.

1.3.3. SPECIAL MOVING ACTIVITIES

Specialized moving activities include, but are not limited to, moving larger furniture/equipment pieces and fragile medical equipment which may involve disassembly and reassembly at the interim and final locations. The CORs will provided the qualifications necessary to move fragile medical equipment. NTXVAHCS will provide technicians for disassembly and reassembly prior to moving where the contractor does not possess the necessary technical qualifications to perform the disassembly or assembly. This activity will be conducted by Supply Chain Management to ensure that equipment has been properly dissembled prior to contractor coming on site. Supply Chain Management (SCM) will exclude fragile medical equipment from any move. Supply Chain Management (SCM) will be responsible for finding a more appropriate means of transportation for such equipment.

1.3.4. SPECIAL HANDLING MOVING ACTIVITIES

Special handling moving activities include, but are not limited to, moving hazardous materials, glassware, or items over a pre-determined size and weight or items which would require additional equipment or manpower accomplished by a firm-fixed-price cost. VANTXHCS personnel will be responsible for preparing hazardous materials for transport in accordance with OSHA and DoT regulations for weight and volume in accordance with OSHA, TX State and Federal Guidelines applicable to the VANTXHCS.

1.3.4.1 The Contractor shall ensure that crew members have the technical training in assembly and disassembly of all commercial types of equipment and specialized equipment before performing such tasks.

1.3.4.2 The Contractor shall ensure all moving service activities are performed in a safe manner.

1.3.4.3 The Contractor shall be responsible for the protection of Government property.

1.3.4.4 The Contractor shall be responsible for damage to property and insured to repair and/or replace damaged property. If an item is damaged and becomes unusable, the Contractor will replace with a like item/make/model in coordination with the Supply Chain Management (SCM) Representative.

1.3.4.5 The Contractor will NOT be responsible to relocate IT equipment such as phones, printers, computers or monitors, this will be handled by on-site IT personnel. The contractor may have to reposition the items to access desks, tables, and other furniture. These moves would be onto or off the furniture in the immediate vicinity.

1.3.5. NEW HOSPITAL/CLINIC ACTIVATIONS:

1.3.5.1. Equipment in the Warehouse. The Warehouse houses various equipment and supplies that will on order require movement within or externally to the warehouse. This may include old Engineering equipment, hospital surgical or operational supplies and other items designated by the Supply Chain Management (SCM) Representative to ensure operations are not impeded.

1.3.5.2. SCMS: Equipment, and supplies will need to be relocated from existing areas into newly renovated spaces and locations. Additionally, equipment in renovated or vacated spaces may need to be moved to ancillary locations and/or excess (as determined by the SCM Rep).

1.4. DOCUMENTATION

1.4.1. complete listing of all documentation and data required during the life of this contract follows:

1.4.2. Government-furnished move plan must be returned to the COR five days prior to project start.

1.4.3. Daily sign-in/sign-out logs in Engineering Building and completed work requests with crew member names and hours worked recorded must be submitted to the COR the following business days NLT 8:00 am.

1.4.4. Names and job functions of each employee must be provided to the COR at move start date. Personnel changes must be submitted to the COR in writing when changes occur.

1.5. GOVERNMENT INSPECTION/ACCEPTANCE OF ITEMS

1.5.1. The NTX VA HCS CORs or designee will conduct a final walk through/ inspection with the contractor to ensure that the designated area is returned acceptable conditions.

The contractor will correct deficiencies at no additional cost to the government.

1.6. OVERNMENT-FURNISHED MATERIALS, EQUIPMENT AND SERVICES

1.6.1. The Government shall not furnish any materials, equipment, or services, with the exception of direction for the moves.

1.7. CONTRACTOR-FURNISHED MATERIALS, EQUIPMENT AND SERVICES

1.7.1. cellular telephone for the on-site supervisor.

1.7.2. Uniform shirts – since the moving force may interact with hospital customers, they need to present a professional appearance.

1.7.3. Padding, packing and/or crating, dollies, hand trucks and any other type of equipment commonly used for moving services activities as required for the safe transportation of the property.

1.7.4. The contractor will provide resources necessary to relocate oversized and heavy pieces of equipment.

1.7.5. The Contractor will also identify any additional tools, equipment, and/or manpower during the walk-through that will be necessary and supplied by the Contractor.

1.8. Authorizations for Repair Actions

1.8.1. Only the CO can authorize RM repair actions and actions which require Contractor Acquired Property (CAP) purchase. The COR will coordinate any repair actions with the CO to obtain approval to proceed. The Contractor shall ensure all repair actions have documented CO approval before initiating any repair or ordering parts. The Contractor shall demonstrate to the COR and the Government Technical POC/SME that the repairs have been completed.

1.8.2. Once the authorization for repair action has been received from the CO, the Contractor shall order any required part(s) within four (4) clock hours and notify the COR, in writing, of the estimated arrival date of the part(s). The Contractor shall perform the repair within forty-eight (48) clock hours upon receipt of the parts. The COR will verify the receipt of the parts with the Contractor to ensure the repair is performed timely.

1.9. Parts and Materials.

1.9.1. The Contractor shall provide and use only new parts and material in performance of this PWS unless otherwise authorized by the CO.

1.10. Increase or Decrease of Equipment

1.10.1. The Contractor shall notify the COR of any RM action that is required during an equipment warranty period. The COR will notify the CO of this requirement and the renovation contract oversight organization to determine if an RM action can be performed without voiding the equipment warranty. Only the CO can authorize a RM action on equipment that is under warranty.

1.11. Quality Assurance

1.11.1. According to the contract’s inspection clause, the Government will evaluate the contractor’s performance under this contract. The COR will participate in the administration of this contract. Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the CO. All services to be performed by the Contractor during the period of this contract will be subject to review by the CO or COR.

1.12. Corrective Action Report (CAR)/Complaint Contractor Response Time

1.12.1. The Contractor shall provide a written response within two (2) business days which addresses the root cause, corrective action and preventive action(s) in relation to the submitted CAR or Customer Complaint.

1.13. Quality Control Plan (QCP)

1.13.1. The Contractor shall submit a QCP the contract proposal. The Contractor shall submit revised QCP’s, at no additional cost to the Government, to the COR for acceptance. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum the Contractor shall develop quality control procedures addressing the areas identified in the Service Summary (SS).

1.14. Hours of Operation

1.14.1. Normal operating days and hours for this requirement are Monday through Saturday, from 0700 hours to 1900 hours. These dates and hours exclude Federal Holidays, base closures due to inclement weather and Furlough Days, as applicable. The Contractor shall be available to perform services as required twenty-four (24) hours per day, seven (7) days per week including weekends and Federal holidays. The Contractor shall include weekend, holiday, and overtime to account for this twenty-four (24) hour requirement. The Contractor shall be on site Federal Holidays and weekends as required by this PWS.

1.15. Special Qualifications

1.15.1. The Contractor shall provide written documentation with the Contractor’s proposal that technicians possess in-depth knowledge in all areas of furniture repair, take off’s (design). The Contractor shall have a minimum of two (2) years documented experience in the areas listed above. The experience in these areas could be accrued concurrently;

however, each area must include two (2) years minimum each (i.e. the experience for the two areas cannot be added to produce the required two years). Training and experience documentation shall be submitted with the Contractor’s proposal. Contractor shall be able to read and interpret furniture design layout provided by the COR or designee.

1.16. Contractor Personnel

1.16.1. The Contractor shall provide the name of the Contract Manager (CM) and any alternate(s) who shall act for the Contractor when the manager is absent, and they shall be designated in writing to the CO and COR within five (5) business days after contract award. The Contractor shall provide telephone numbers and email addresses of the CM and alternate(s) where these persons may be contacted at any time. The CM and any designated alternates shall be available by phone/pager to support mission contingencies twenty-four (24) hours per day, seven (7) days per week. The CM and any designated alternates shall have authority to provide necessary assets (i.e. information, personnel or equipment, etc.) in order to respond to emergencies and contingencies within 30 minutes.

The CM or alternate shall have full authority to act for the Contractor on all matters relating to operation of this contract at VHNTX. The CM or alternate shall be available to meet on the installation with Government personnel designated by the CO to discuss problem areas. The Contractor shall provide a CM who can read, write, speak and understand English fluently.

1.16.2. The Contractor and Contractor personnel shall be required to identify themselves as Contractor personnel by introducing themselves or being introduced as Contractor personnel and displaying distinguishing badges or other visible identification for meetings with Government personnel. The Contractor and Contractor personnel will need to sign in at building 9 Engineering prior to commencing work. The Contractor and Contractor personnel shall identify themselves as Contractor employees in telephone conversations and in formal and informal written correspondence.

1.17. Listing of Contractor Employees

1.17.1. The Contractor shall provide an initial listing of Contractor employees’ names and position titles to the COR within five (5) business days after contract award. The Contractor shall also provide an updated listing of personnel to the COR when employees affecting the work of this contract, status changes or position changes within five (5) business days.

1.17.2. The Contractor shall not employ persons on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security and/or general well-being or operational mission of the installation and its population. The Contractor shall not employ any person who is an employee of the United States (US) Government if the employment of the person would create a conflict of interest. All contract personnel depending on condition, occasion or place or job assignment shall require professional, suitable attire. All Contractor personnel shall conduct themselves in a professional, courteous manner. The selection, assignment, reassignment, transfer, supervision, management and control of Contractor personnel in performance of this PWS shall be the responsibility and prerogative of the Contractor; however, the Contractor shall comply with the requirements set forth in this PWS and VANTX regulations concerning conduct of employees as referenced herein. The Contractor shall employ and maintain a technically trained and experienced work force.

1.18. Housekeeping and Tool Control

1.18.1. Housekeeping. The Contractor shall keep the work areas clean and neat IAW Industry Standards, OSHA, Fire and Safety Standards and this PWS.

1.19. Contractor IDs

1.19.1. All badges must be surrendered to Engineering at the end of business day.

Contractor will sign for badge daily and return badge and sign them back.

1.20. Health and Safety on Government Installations

1.20.1. While performing work under this contract on a Government installation, the Contractor shall comply with federal, state and local regulations. The Contractor shall notify the CO of any injuries that occur to Contractor personnel while they are on the installation. The Contractor shall notify the CO of damage to Government property or equipment during the execution of the contract.

1.21. Emergency Procedures

1.21.1. The Contractor personnel shall follow the direction of the Government personnel in regards to emergency procedures, i.e. fire, tornado, active shooter, bomb threats, etc.

It is the responsibility of the Contractor to provide guidance and establish procedures for responding to an emergency for their employees. It is the Contractor’s responsibility to account for their employees following an emergency evacuation. The Contractor personnel shall participate with the Government personnel in all fire and tornado drills at no additional cost to the Government.

1.22. Contractor Phase-In and Phase-Out Plan

1.22.1. Contractor Phase-in Requirements. To ensure a smooth changeover from the current Contractor to a new Contractor, a thirty (30) calendar day phase-in period is required. The current Contractor shall cooperate with the incoming Contractor to ensure a smooth changeover is accomplished during the phase-in and phase-out periods.

During the thirty (30) calendar day phase-in period, the new Contractor shall hire a workforce to assure satisfactory performance beginning on the contract start date. The Contractor, after coordination with COR, shall allow the successor Contractor to conduct on-site interviews with the current Contractor’s employees. The Contractor shall obtain security clearance(s) CAC or Contractor badge(s) for the newly hired employee(s) as applicable. The Contractor shall ensure all training requirements for the newly hired employee(s) are completed before the contract start date.

1.22.2. Contractor Phase-Out Requirements. During the phase-out period, the incumbent Contractor shall be responsible for all work performed under this PWS. The incumbent Contractor shall cooperate in order to permit an orderly changeover of workload. The incumbent Contractor shall allow the new Contractor and Government personnel access on a non-interference basis, to observe the day-to-day operations and to become familiar with the work requirements and procedures.

1.22.3. Contractor shall request from the incumbent contractor if applicablecopies of all WOs, procedures developed, and historic data developed and documented in the performance of this contract.

1.23. Contractor Manpower Reporting (CMR)

1.23.1. The Contractor shall report ALL Contractor labor hours (including sub-Contractor labor hours), required for the performance of services provided under this contract.

1.23.2. Reporting inputs shall be for the labor executed during the PoP for each Government fiscal year (FY), which runs from 1 October through 30 September the following year. Although inputs may be reported any time during the FY, all data shall be reported NLT 31 October of each calendar year.

2. PERFORMANCE ASSESSMENT

2.1 The Contractor shall be aware that in the absence of any contract requirement from the Service Summary (SS) does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract. The Contractor shall ensure the following SS requirements are accomplished:

SS PERFORMANCE OBJECTIVE

ACCEPTABLE

QUALITY

LEVEL

Method of surveillance

Rating Met QAL

SS1 Timeliness/Customer Service

Once contacted shall arrive 10 minutes before the required time to perform the task.

Wear neat uniforms with company logo.

Professional behavior mindful of hospital setting.

Provide accurate and complete invoices within 15 days of completion.

Report lost, damaged or broken government property within 24 hours of the incident.

100% Compliance

Daily Observation Positive Past Performance

SS2 Conditions of Government Property

Store Government Property in Clean, Pest-Controlled and Climate controlled environment.

100% Compliance

Daily Observation Positive Past Performance

SS3 Secure government property on truck (with company logo and phone number) and comply with posted speed limit.

100% Compliance

Daily Observation Positive Past Performance

SS4 Relocate workstation, perform repairs, pack and unpack items inside the workstation.

100% Compliance

Daily Observation Positive Past Performance

SS5 Moving larger furniture/equipment pieces and fragile medical equipment which may involve disassembly and reassembly at the interim and final locations.

100% Compliance

Daily Observation Positive Past Performance

SS6 Minor Furniture repairs and assembly.

100% Compliance

Daily Observation Positive Past Performance

3. GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

3.1. Government Furnished Property.

3.1.1. There will be no Government Furnished Property or equipment.

4. RESERVED

5. GENERAL SECURITY REQUIREMENTS

5.1. 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.

6. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

6.1 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.

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

6.3 Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

6.4 Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

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

7. VA INFORMATION CUSTODIAL LANGUAGE

7.1 Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

7.2 VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

7.3 Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook

6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self- certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

7.4 The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

7.5 The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

7.6 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.

7.7 If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

7.8 The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

7.9 The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

7.10 Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for,

7.11 demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

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

7.13 For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU- ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

8. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

8.1. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

8.2. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as require.

8.3. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

8.4. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

8.5. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.

8.6. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93- 579, December 31, 1974 (5 U.S.C.

552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.

8.7. The contractor/subcontractor agrees to:

8.7.1. Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:

8.7.2. The Systems of Records (SOR); and

8.7.3. The design, development, or operation work that the contractor/subcontractor is to perform;

8.7.4. Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a

SOR.

8.7.5. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.

8.7.6. “Operation of a System of Records” means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.

8.7.7. “Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.

8.7.8. “System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.

8.7.9. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

8.7.10. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems…