S02. 36C26323Q0659 Lab Courier Services.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

636-23-4-3063-0284

36C26323Q0659 05-19-2023

Melissa Garrett 605-336-3230 x7289 06-02-2023

10:00 AM CDT

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105

X 100

X

492110

1500 Employees

N/A

X

VA Central Iowa Health Care System 3600 30th St

Des Moines IA 50310

NETWORK 23 CONTRACTING OFFICE

2501 W. 22nd St.

Sioux Falls SD 57105 https://www.fsc.va.gov/einvoice.asp

VA Financial Services Center Via The Tungsten Network Refer to VAAR Clause 852.232-72

See CONTINUATION Page

Lab Courier Services in support of the Central Iowa VA Health Care System. Period of Performance: Base Year:

08/1/2023 to 07/31/2024; Option Year 1: 08/1/2024 to 07/31/2025; Option Year 2: 08/1/2025 to 07/31/2026; Option Year 3: 08/1/2026 to 07/31/2027; Option Year 4: 08/1/2027 to 07/31/2028. Offerors shall be registered and active at System for Award Management (SAM) at https://beta.sam.gov at time of offer. Refer to Section B.2 (Price/Cost Schedule) for line items. Refer to Section B.3 (Statement of Work) for scope of work requested. This is a solicitation using FAR Part 13 (Simplified Acquisition Procedures). This requirement is being solicitated as a Total Service- Disabled Veteran-Owned Small Business Set-Aside. All questions must be in writing and emailed to Melissa.Garrett@va.gov. All questions must be received no later than 10:00 AM CST May 25, 2023. All offerors shall fill out the certificate of compliance for limitations on sub-contracting (LOS) at C.7 and return with quote. Failure to sign LOS certificate will result in quote being unresponsive.

See CONTINUATION Page

636-3630160-3063-822300-2580-030022300 636-23-4-3063-0284

X X

X 1(one)

Melissa Garrett

VA-VHA-RPOC-2023-0009

36C26323Q0659

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

B.3 STATEMENT OF WORK (SOW)

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 26

C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.5 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-

DISABLED VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.6 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

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

2018)

C.8 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 33

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

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

SECTION E - SOLICITATION PROVISIONS

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

1998)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a.

Contractor Name:

SAM Unique Identity Number:

DUNS Number:

Point of Contact:

Phone Number:

Email Address:

b. GOVERNMENT: Contracting Officer 36C263

Contracting Officer: Melissa Garrett

Phone Number: 605.336.3230 x7289

Email Address: melissa.garrett @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

3. INVOICES: Invoices shall be submitted in arrears:

Other [X] Monthly or an agreed upon time between the contractor and Central Iowa Technical Representative

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

Tungsten Electronic Invoicing System VA Tungsten Number is: AAA544240062 va.registration@tungsten-network.com Refer to VAAR Clause 852.232-72

5. INVOICING INSTRUCTIONS:

In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

• Name and Address of Contractor

• Contractor’s Invoice Date and Invoice Number

• Contract Number, Task Order Number, and/or Purchase Order Number

• Date(s) of Service

• Cost of service, i.e., hourly rate, quantity, job cost, trip, etc.

• Total price

Electronic Invoice Submission Method. Invoice(s) shall be electronically submitted through the Tungsten Network: https://www.tungsten-network.com/customer-campaigns/veterans-affairs/.

The VA-FSC pays all associated transaction fees for VA orders.

The Tungsten direct vendor support number is 877-489-6135 for VA contracts. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA- FSC. This process can take up to five (5) business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. https://www.tungsten-network.com/us/support/’. The VA-FSC pays all associated transaction fees for VA orders.

For additional information, please contact:

• Tungsten Support, Phone: 1-877-752-0900, Email: va.registration@tungsten-network.com

• Department of Veterans Affairs Financial Service Center, Phone: 1-877-353-9791, Email: vafscched@va.gov

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

AMENDMENT NO DATE

mailto:va.registration@tungsten-mailto:va.registration@tungsten-mailto:vafscched@va.gov

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

260.00 EA __________________ __________________

MASON CITY VA CLINIC Courier Service to/from the VA Central

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Mason City VA Clinic (478 Tiffany Drive, Mason City, IA 50401). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative:

Courier/Messenger

FORT DODGE VA CLINIC Courier Service to/from the VA Central

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Fort Dodge VA Clinic (530 South 25th Street, Fort Dodge, IA 50501). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

CARROLL VA CLINIC Courier Service to/from the VA Central Iowa

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Carroll VA Clinic (311 S Clark Street, Carroll, IA 51401).

248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

MARSHALLTOWN VA CLINIC Courier Service to/from the VA

Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Marshalltown VA Clinic (101 W. Iowa Ave, Marshalltown, IA 50158). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

KNOXVILLE VA CLINIC Courier Service to/from the VA Central Iowa

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Knoxville VA Clinic (1607 N. Lincoln St, Knoxville, IA 50138). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

676.00 EA __________________ __________________

PRIMARY CARE ANNEX (SOUTH SIDE CLINIC) Courier Service to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Primary Care Annex (1211 E Army Post Rd, Des Moines, IA 50315). 248 business days, Monday through Friday, three (3) trips daily,10:00 AM CST, 1:30 PM CST, and 5:30 PM CST, delivered within thirty (30) minutes after pickup, for a total of 744 Trips (estimated).

Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Mason City VA Clinic (478 Tiffany Drive, Mason City, IA 50401). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Fort Dodge VA Clinic (530 South 25th Street, Fort Dodge, IA 50501). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Carroll VA Clinic (311 S Clark Street, Carroll, IA 51401).

248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Central Iowa Health Care System (3600 30th Street, Des Moines, IA

50310) to/from the Marshalltown VA Clinic (101 W. Iowa Ave, Marshalltown, IA 50158). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Knoxville VA Clinic (1607 N. Lincoln St, Knoxville, IA 50138). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Primary Care Annex (1211 E Army Post Rd, Des Moines, IA 50315). 248 business days, Monday through Friday, three (3) trips daily,10:00 AM CST, 1:30 PM CST, and 5:30 PM CST, delivered within thirty (30) minutes after pickup, for a total of 744 Trips (estimated).

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Mason City VA Clinic (478 Tiffany Drive, Mason City, IA 50401). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Fort Dodge VA Clinic (530 South 25th Street, Fort Dodge, IA 50501). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Carroll VA Clinic (311 S Clark Street, Carroll, IA 51401).

248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Marshalltown VA Clinic (101 W. Iowa Ave, Marshalltown, IA 50158). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Knoxville VA Clinic (1607 N. Lincoln St, Knoxville, IA 50138). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Primary Care Annex (1211 E Army Post Rd, Des Moines, IA 50315). 248 business days, Monday through Friday, three (3) trips daily,10:00 AM CST, 1:30 PM CST, and 5:30 PM CST, delivered within thirty (30) minutes after pickup, for a total of 744 Trips (estimated).

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Mason City VA Clinic (478 Tiffany Drive, Mason City, IA 50401). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027

PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Fort Dodge VA Clinic (530 South 25th Street, Fort Dodge, IA 50501). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Carroll VA Clinic (311 S Clark Street, Carroll, IA 51401).

248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Marshalltown VA Clinic (101 W. Iowa Ave, Marshalltown, IA 50158). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Knoxville VA Clinic (1607 N. Lincoln St, Knoxville, IA 50138). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Primary Care Annex (1211 E Army Post Rd, Des Moines, IA 50315). 248 business days, Monday through Friday, three (3) trips daily,10:00 AM CST, 1:30 PM CST, and 5:30 PM CST, delivered within thirty (30) minutes after pickup, for a total of 744 Trips (estimated).

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Mason City VA Clinic (478 Tiffany Drive, Mason City, IA 50401). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

FORT DODGE VA CLINIC Courier Service to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Fort Dodge VA Clinic (530 South 25th Street, Fort Dodge, IA 50501). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Carroll VA Clinic (311 S Clark Street, Carroll, IA 51401).

248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Marshalltown VA Clinic (101 W. Iowa Ave, Marshalltown, IA 50158). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Knoxville VA Clinic (1607 N. Lincoln St, Knoxville, IA

50138). 248 business days, Monday through Friday, one (1) trip daily, pickup between 3:45 PM CST and 5:00 PM CST and delivery the same day between 5:00 PM CST and 8:00 PM CST, for a total of 248 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to/from the VA Central Iowa Health Care System (3600 30th Street, Des Moines, IA 50310) to/from the Primary Care Annex (1211 E Army Post Rd, Des Moines, IA 50315). 248 business days, Monday through Friday, three (3) trips daily,10:00 AM CST, 1:30 PM CST, and 5:30 PM CST, delivered within thirty (30) minutes after pickup, for a total of 744 Trips (estimated).

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Base Year Total:

Option Period 1 Total:

Option Period 2 Total:

Option Period 3 Total:

Option Period 4 Total:

GRAND TOTAL __________________

B.3 STATEMENT OF WORK (SOW)

LABORATORY SPECIMEN COURIER SERVICE

(Lab Courier Service)

1. General Overview

a. The contractor shall provide laboratory courier services from the Community Based

Outpatient Clinics (CBOCs) and Primary Care Annex to the VA Central Iowa Health Care System (VACIHCS) main facility located in Des Moines, Iowa.

b. Facility Locations

VA Central Iowa Healthcare System (Main Facility)

3600 30th Street Des Moines, IA 50310-5774 Phone: (515)699-5829 Contact: Jessica Chapman

Mason City VA Clinic 478 Tiffany Drive Mason City, IA 50401 Phone: (641)421-8077 Contact: Kim McVay

Fort Dodge VA Clinic 530 South 25th Street Fort Dodge, IA 50501 Phone: (515)576-2235 Contact: Jacqueline Beneke

Carroll VA Clinic 311 S Clark Street Carroll, IA 51401 Phone: (712)794-6780 Contact: Jacqueline Beneke

Marshalltown VA Clinic 101 W. Iowa Ave Marshalltown, IA 50158 Phone: (641)754-6700 Contact: Erin Dingman

Knoxville VA Clinic 1607 N. Lincoln St Knoxville, IA 50138 Phone: (641)828-5019 Contact: Erin Dingman

Primary Care Annex

1211 E Army Post Rd Des Moines, IA 50315 Phone: (515)256-9540 Contact: Monica Broadwell

c. The contractor shall provide all labor and resources, including personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform the lab courier services as defined in this Performance Work Statement (PWS) and contract requirements.

2. Period of Performance This will be a single award Firm Fixed Priced Contract for overall period of performance of 08-01- 2023 to 07-31-2028. There will be one (1) base year and up to four (4) option years for this contract:

Year Period Begins Period Ends Base Year 08/01/2023 07/31/2024

Option Year 1 08/01/2024 07/31/2025 Option Year 2 08/01/2025 07/31/2026 Option Year 3 08/01/2026 07/31/2027 Option Year 4 08/01/2027 07/31/2028

3. Description of Services

a. The objective is to provide dependable, secure, accountable, and timely courier services for the VA Central Iowa Health Care System.

b. The contractor shall provide lab courier services to transport sealed coolers containing laboratory specimens from the CBOC facilities and Primary Care Annex to the Laboratory at the VACIHCS main facility.

c. Services include the pickup, transport, and delivery of the sealed coolers to the main facility with delivery of the empty cooler back to the appropriate CBOC facilities and Primary Care Annex.

d. Services may include additional transport of small items, such as a Radiology CD or small box. The size of additional items will not exceed the size of laboratory coolers listed below.

e. At no time will a container be left unattended or dropped off without physically handing it off to a VA employee.

f. Laboratory specimens include blood, body fluids, tissues, swabs, and glass slides, all encased in a VA or CBOC packed and sealed cooler. The specimens packaged by VA personnel will meet all Federal Transport Regulations. Totes are approximately eighteen inches by twenty-four inches by twelve inches, and weigh between ten and twenty pounds each. The totes may vary in size, but routine delivery totes shall not exceed forty-nine pounds in total.

i. Coolers will be provided by the VA.

ii. At least one (1), but no more than two (2), coolers shall be transported from each CBOC/PC Annex daily.

iii. The coolers will be secured by a zip tie and may not, for any reason, be unsealed by contractor personnel.

iv. The contractor may sometimes be required to transport formalin in small quantities (histology samples). The formalin containers will be transported in the same manner as the other laboratory specimens sealed coolers. The quantity of formalin to be transported is less than thirty ml per primary container, making it exempt from any other hazardous transportation requirements (see 49 CFR, part 173.24a – Mixed Content subsection).

v. The contractor shall transport empty specimen transport coolers from the VACIHCS main laboratory to the appropriate CBOC/PC Annex locations. The contractor shall transport the same number of empty transport coolers as picked up on the prior day back to the CBOC/PC Annex facilities. Pick-up of empty specimen transport coolers will be accomplished when the laboratory specimen delivery is made. The empty cooler should be returned to the specific CBOC/PC Annex on the next business day when picking up the next full cooler.

g. Courier Services

i. Pickup and delivery shall be made according to the times listed.

1. CBOC Facilities.

a. Daily (once per day) pickup shall be between 3:45 PM and 5:00 PM Central Time.

b. Delivery shall be accomplished the same day between 5:00 PM CST and 8:00 PM CST to the VACIHCS Main Laboratory, located in Building 1W, 3600 30th Street, Des Moines, IA.

2. Primary Care Annex. Pickups shall be at the following times/days:

a. Daily; three (3) times per day; pickup shall be at 10:00 am, 2:00 pm, and 5:30 pm.

b. Delivery shall be accomplished within 30 minutes after pickup, on the same day to the VACIHCS Main Laboratory, located in Building 1W, 3600 30th Street, Des Moines, IA.

ii. Pickup and deliveries shall be made every week, Monday through Friday, excluding federal holidays. Other days may be declared a federal holiday or designated by the President of the United States proclamation and will be treated as a federal holiday:

1. Federal holidays that fall on a Saturday, the federal holiday is observed the preceding Friday. If the date falls on a Sunday, the federal holiday is observed the following Monday.

a. New Year’s Day – January 1

b. Martin Luther King’s Birthday – Third Monday in January

c. Presidents Day – Third Monday in February

d. Memorial Day – Last Monday in May

e. Juneteenth – June 19

f. Independence Day – July 4

g. Labor Day – First Monday in September

h. Columbus Day – Second Monday in October

i. Veterans Day – November 11

j. Thanksgiving Day – Fourth Thursday in November

k. Christmas Day – December 25

iii. Cost will consist of a one-way trip from location to location. One (1) trip is defined as the pickup location to the delivery location.

1. Trips may be cancelled by the VA.

a. If a trip is cancelled while a vehicle is in route for pick up the contractor shall be entitled to receive 50% of the flat rate for the trip.

b. If a trip is cancelled after a vehicle has reached the designated point for pickup, or if the contractor is unable to perform a scheduled pickup due to reasons beyond the Contractor’s control (for example, contractor was given an incorrect address), the contractor shall be entitled to receive 100% of the cost for the trip.

c. The contractor shall not be entitled to a cancellation fee when cancellation is made prior to dispatch of a vehicle.

2. The price per trip includes all additional charges, such as ferry, bridge, tunnel or road toll charges, fuel and other maintenance costs, and the contractor shall not be entitled for separate reimbursement of such charges

iv. Trip Schedule

Pick Up Point Day of the

Week/ Trips Per

Day

Pick Up Time

Destination/ Delivery Point

Estimated Delivery

Time

Estimated Number of Trips

Per Year

Mason City VA Clinic, 478 Tiffany Drive, Mason City, IA 50401 Phone:

(641)421- 8077, Contact: Kim McVay

Monday through Friday

1 Trip Per Day

Between 3:45 PM and

5:00 PM

Central Time

VA Central Iowa Healthcare System, Main Laboratory, 3600 30th Street, Des Moines, IA 50310

Between

5:00 PM

and 8:00

PM

Central Time

260 Trips (estimated)

Fort Dodge VA Clinic, 530 South 25th St, Fort Dodge, IA 50501 Phone:

(515)576- 2235, Contact:

Jacqueline Beneke

Monday through Friday

1 Trip Per Day

Between 3:45 PM and

5:00 PM

Central Time

VA Central Iowa Healthcare System, Main Laboratory, 3600 30th Street, Des Moines, IA 50310

Between

5:00 PM

and 8:00

PM

Central Time

260 Trips (estimated)

Carroll VA Clinic, 311 S Clark Street, Carroll, IA 51401 Phone:

(712)794- 6780, Contact:

Jacqueline Beneke

Monday through Friday

1 Trip Per Day

Between 3:45 PM and

5:00 PM

Central Time

VA Central Iowa Healthcare System, Main Laboratory, 3600 30th Street, Des Moines, IA 50310

Between

5:00 PM

and 8:00

PM

Central Time

260 Trips (estimated)

Marshalltown VA Clinic, 101 W. Iowa Ave, Monday through Friday

1 Trip Per Day

Between 3:45 PM and

5:00 PM

Central Time

VA Central Iowa Healthcare System, Main Laboratory, Between

5:00 PM

and 8:00

PM

260 Trips (estimated)

Pick Up Point Day of the Week/

Trips Per Day

Pick Up Time

Destination/ Delivery Point

Estimated Delivery

Time

Estimated Number of Trips

Per Year

Marshalltown, IA 50158

Phone:

(641)754- 6700, Contact: Erin Dingman

3600 30th Street, Des Moines, IA 50310

Central Time

Knoxville VA Clinic, 1607 N. Lincoln St, Knoxville, IA 50138 Phone:

(641)828- 5019, Contact: Erin Dingman

Monday through Friday

1 Trip Per Day

Between 3:45 PM and

5:00 PM

Central Time

VA Central Iowa Healthcare System, Main Laboratory, 3600 30th Street, Des Moines, IA 50310

Between

5:00 PM

and 8:00

PM

Central Time

260 Trips (estimated)

Primary Care Annex 1211 E Army Post Rd, Des Moines, IA 50315 Phone:

(515)256- Contact:

Monica Broadwell

Monday through Friday

Three (3) Trips Per

Day

10:00 AM,

2:00 PM,

and 5:30 PM Central Time

VA Central Iowa Healthcare System, Main Laboratory, 3600 30th Street, Des Moines, IA 50310

Within 30 minutes after pickup, on the same day

676 trips (estimated)

v. All full incoming containers will be placed in the areas designated by the

Pathology & Laboratory Medical Service personnel.

vi. All empty outgoing containers will be placed in the designated outgoing area to be picked up for return to the appropriate CBOC or Primary Care Annex as designated.

vii. Each driver must sign a log sheet at each CBOC or Primary Care Annex facility during pickups with his/her name, date, and time of pickup, and the number of specimen transport coolers that he/she will be transporting.

viii. Each driver must also sign the log sheet at the VACIHCS Main Laboratory before dropping off the container(s). The log sheet shall include the date and time of drop-off, driver’s name, signature, and number of containers from each CBOC or Primary Care Annex facility.

ix. Contractor personnel may be required to sign in with VA Security when entering a VA Facility and sign out when exiting.

x. Parking areas will be directed by the Contracting Officer’s Representative (COR) for all CBOC/PC Annex and VA locations.

4. VA Central Iowa Health Care System Responsibilities.

a. Provide originating caller name, contract phone number and delivery location to ensure packages are ready for immediate pick up.

b. Provide all packing materials including shipping containers and ensure that all packages are correctly addressed.

c. Ensure all packages are prepared or packed according to any Federal, State, and local regulations.

d. Ensure enough amounts of wet or dry ice are packed with the specimens if required to provide the proper storage temperature for the duration of the transportation process.

e. Provide a contact name/number for both the sender and receiver.

f. Coordinate access to the VA facilities and locations.

5. Quality Control

a. The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with the contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

b. The primary focus is that the contractor performs in accordance with the contract requirements.

6. Contingency Plan

a. Inclement Weather: The Laboratory will check Iowa road conditions during inclement weather. Laboratory staff will contact each CBOC/PC Annex to determine road conditions and contingency plan. Laboratory staff will call or email the contractor with contingency plan. Notifications will be provided early enough to provide the appropriate staff time to notify veteran patients that laboratory services need to be rescheduled. The contractor shall immediately notify the COR or VA Lab personnel via phone and email communications of emergent road closures authorized by the Department of Transportation.

b. The contractor shall develop a contingency plan to ensure uninterrupted daily scheduled courier services for the VACIHCS. This plan shall be reviewed annually by July 31 by the contractor, the contracting officer, the COR, and other designated VA personnel.

7. Requirements

a. The contractor shall provide safe transportation of all biomedical materials. Services must include the proper receipt, distribution, storage, and security of patient specimens in accordance with all federal and state regulations governing the safe transport of these materials including, but not limited to the following:

i. Department of Transportation 49 CFR Parts 171-180 – Hazardous Materials:

Infections Substances; Harmonization with the United Nations Recommendations, Final Rule

ii. Department of Labor/OSHA 29 CFR, Section 1910.1030-Bloodborne Pathogens

iii. Health Information Portability and accountability Act (HIPAA) Privacy Rule 45 CFR Parts 160 and 164

b. Training for transport of biological substances, Class 6, Division 6.2 = Category B infectious must be performed by the contractor according to mandatory national requirements and proof thereof submitted to the VA after contract award.

c. All vehicles used in performance of the courier services must be licensed and meet the minimum requirements as mandated by the State of Iowa. Vehicles must provide protection for the items being transported to prevent exposure to the weather (direct sunlight, heat, rain, snow, water, etc.), and ensure items are secured to prevent theft or loss. No item will be left unsecured for any reason.

d. All contractor personnel shall be able to read, write, speak, and understand English.

All personnel must conduct themselves in a professional manner, present a neat appearance and be easily identified as a contractor employee by wearing an identification badge in clear view above the waist.

e. VACIHCS will provide orientation for assigned contracted personnel to expected duties and any VA policy, procedures, and processes necessary to provide the courier services. Updates and refreshers shall be provided upon request and when policy, procedures, or processes change.

f. The Government shall not exercise any supervision or control over the contractor personnel. Instead, contractor personnel shall be accountable solely to the contractor.

g. The contractor shall be responsible for supervising the daily services provided under the contract and shall provide and document orientation and training programs for all personnel providing services of the contract.

h. The contractor shall complete background investigations to ensure that personnel do not have a record of criminal offenses and are properly licensed and insured.

i. The contractor shall provide VA with a contact number to a corporate dispatch or leader that can be used to address issues.

8. Applicable Policies, Regulations, and Guidance

a. To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Section 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services (HHS) – Office of Inspector General (OIG), List of Excluded Individuals/Entities on the OIG Website (http://www.hhs.gov/oig) for each person providing services under the contract.

http://www.hhs.gov/oig

b. Inadvertent Contact with Proprietary Information – Privacy/Release of Information: In the performance of contract services, the contractor shall observe the requirements imposed by law, Federal regulation, an VA statutes and policies concerning privacy and/or release of sensitive data/information. The contractor shall ensure that their personnel meet these requirements and that confidential and proprietary information shall be released only to those officer and officials of the VA or contractor authorized to receive such information. Reference Federal Privacy Act of 1974 (public Law 93- 579). The C&A requirements do not apply, and a Security Accreditation Package is not required.

c. Contact with Patients/VA Employees: The contractor may come in contact with patients during the performance of this requirement. Physical or verbal abuse of patients or VA employees will not be tolerated. If either type of abuse is witnessed, the contractor personnel will be immediately removed from this requirement and not allowed to return. If a patient confronts the contractor or otherwise tries to engage the contractor in adverse behavior, the contractor shall remain calm and contact VA employees, the COR, or the VA Police for assistance. Emergencies involving any patient shall be reported to the nearest VA or CBOC employee for assistance.

d. Harassment Policy: It is federal policy to create an environment free of discrimination and to promote and atmosphere for the residents, visitors, and workforce free of discrimination and/or harassment, without regard to race, color, religion, sex, national origin, age, physical, or mental handicap.

i. It is the responsibility of the contractor awarded a contract to perform services on a federal worksite to take any and all necessary measures to prevent sexual harassment and discrimination from occurring, but assuring that all contractor personnel and subcontractor personnel maintain the highest degree of conduct and standards in this regard.

ii. These steps should include, but not be limited to, affirmatively raising the subject with employees and subcontractors, expressing strong disapproval when discovering or being informed that an incident has occurred, and developing appropriate guidelines and sanctions for conduct and/or misconduct pertaining to such matters.

e. Any complaints received by the contractor, alleging misconduct toward contractor employees from other than contractor related personnel, i.e., VA Personnel, patients and/or visitors shall be reported to the COR and Contracting Officer.

f. The VACIHCS, Primary Care Annex, and CBOCs are tobacco free campuses. All facility buildings, private vehicles on campuses, outdoor areas to include the grounds of all campuses, and all government vehicles are designated as tobacco-free and smoke-free areas. Tobacco-free and smoke-free incudes the prohibition of all tobacco products, e-cigarettes, and vaping. Failure to comply with the smoking policy will result in immediate removal of contractor/contractor personnel from the facility.

g. The Government will not be responsible or held liable for any loss, damage, personal injury or loss of life of contractor personnel, not caused by the fault, negligence, wrongful omission of the Government, its agents or its employees, occurring at any time such personnel are entering, exiting, using, or occupying Government property or facilities in performance of this contract.

h. The contractor shall be liable and will indemnify and hold harmless the Government, its agents and employees, against all actions or claims for damages to persons, property, including death not caused by the fault, negligence, wrongful act, or wrongful omission of the Government, its agents, or employees. The contractor shall be liable and will indemnify and hold harmless the Government, its agents and employees against all action or claims for all damages to persons or property, including death arising or resulting from the fault, negligence, wrongful act, or wrongful omission of the Contractor personnel in accordance with the Federal Tort Claim Act (28 U.S.C. 2671-2680).

1. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

FOR INCLUSION INTO CONTRACTS

1.1. GENERAL

1.1.1. 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.

1.2. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

1.2.1.1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor’s security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COTR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA’s network involving VA information must be reviewed and approved by VA prior to implementation.

1.2.1.2. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA.

These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.

1.2.1.3. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor’s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

1.2.1.4. The contractor/subcontractor’s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA’s POA&M management process. The contractor/subcontractor must use VA’s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government.

Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan).

The Certification Program Office can provide guidance on whether a new C&A would be necessary.

1.2.1.5. The contractor/subcontractor must conduct an annual self assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COTR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

1.2.1.6. VA prohibits the installation and use of personally-owned or contractor/subcontractor owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

1.2.1.7. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per

6500.1 requirements. This must be completed within 30 days of termination of the contract.

1.2.1.8. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

1.2.1.8.1. Vendor must accept the system without the drive;

1.2.1.8.2. VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

1.2.1.8.3. VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

1.2.1.8.4. Due to the highly specialized and sometimes proprietary hardware and…