Solicitation 36C25021Q2012-0001 Reissuance.pdf

PAGE 1 OF 76 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. DUNS: DUNS+4:

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. 2/2012)

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

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

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

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

See Block 25

36C25021Q2012 36C25021Q2012-0001 Reissue

09-04-2021 Issued

Brad Burhite 513-692-7340 09-14-2021

13:00 EDT

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

X 100%

X

541370

$16.5 Million

N/A

See PWS and PRICE/COST SCHEDULE

Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide all required labor, material, supplies, equipment, and supervision of contractor personnel necessary to provide interactive mapping services and products for Cincinnati VA Medical Center (VAMC)in accordance with the terms and conditions established in the solicitation with Anticipated performance periods summarized as follows:

- Base Period (CLIN-0001): 09/29/2021 to 09/28/2022

- Option Period One (CLIN-1001): 09/29/2022 to 09/28/2023

- Option Period Two (CLIN-2001): 09/29/2023 to 09/28/2024

- Option Period Three (CLIN-3001): 09/29/2024 to 09/28/2025

- Option Period Four (CLIN-4001): 09/29/2025 to 09/28/2026

This solicitation shall be conducted in accordance with FAR Subpart 13.5 and is anticipated to result in the award

16.202 (Firm-Fixed Price Contracts).

See CONTINUATION Page

Subject to FAR 52.232-18 (Availability of Funds)

X 1

Bradley Burhite

09-07-2021 Reissued

Table of Contents

SECTION A

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

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE (7 September 2021)

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT dated 7 September 2021

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

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

(DEVIATION)

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) ... 35

C.4 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.5 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.6 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.7 52.227-17 RIGHTS IN DATA—SPECIAL WORKS (DEC 2007)

C.8 52.227-18 RIGHTS IN DATA—EXISTING WORKS (DEC 2007)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION (WD) 2015-4719 (R16) HAMILTON COUNTY OHIO 07-

21-2021 (see attached)

SECTION E - SOLICITATION PROVISIONS

E.1 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.2 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020) 50

E.3 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.3 52.212-2 (Addendum A) – Past Performance Questionnaire E.4 52.212-2 (Addendum B) – Statement of Department of Labor Wage Determination Compliance E.5 52.212-2 (Addendum C) – Statement of FAR 52.219-14 Limitations on Subcontracting Compliance

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

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

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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:

b. GOVERNMENT: Contracting Officer 36C250

Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

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

[X] 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.

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE (7 September 2021)

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO $__________ $________

BASE PERIOD: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide interactive mapping service, visitor guides, “you are here” wall maps and maintenance service for Cincinnati VAMC as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract summarized as follows:

Deliver NLT 31 January 2022: Draft visitor’s guide Deliver NLT 31 March 2022: Final visitor’s guide Deliver NLT 31 May 2022: Draft “You Are Here” wall maps Deliver NLT 15 June 2022: Final “You Are Here” wall maps Deliver NLT 30 June 2022: Final interactive map review, approval and “go-live” to the public on the world wide web.

The contractor shall provide maintenance service to host the interactive mapping desktop/mobile platform as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall commence upon “go-live” to the public on the world-wide web. This contract line item shall be invoiced on a monthly basis in the arrears.

Contract Period: Base POP Begin: 09-29-2021 POP End: 09-28-2022

OPTION PERIOD ONE (1): The contractor shall provide one (1) year of maintenance service to host the interactive mapping desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS).

This interactive mapping maintenance service shall be invoiced on a monthly basis in the arrears.

Contract Period: Option 1 POP Begin: 09-29-2022 POP End: 09-28-2023

OPTION PERIOD TWO (2): The contractor shall provide one (1) year of maintenance service to host the interactive mapping desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS).

This interactive mapping maintenance service shall be invoiced on a monthly basis in the arrears.

Contract Period: Option 2 POP Begin: 09-29-2023 POP End: 09-28-2024

OPTION PERIOD THREE (3) The contractor shall provide one (1) year of maintenance service to host the interactive mapping desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be invoiced on a monthly basis in the arrears.

Contract Period: Option 3 POP Begin: 09-29-2024 POP End: 09-28-2025

OPTION PERIOD FOUR (4): The contractor shall provide one (1) year of maintenance service to host the interactive mapping desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be

Contract Period: Option 4 POP Begin: 09-29-2025 POP End: 09-28-2026

GRAND

TOTAL

B.3 PERFORMANCE WORK STATEMENT dated 7 September 2021

PERFORMANCE WORK STATEMENT (PWS)

Interactive Mapping Service and Products for Cincinnati VA Medical Center

7 September 2021

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide interactive mapping service and products for Cincinnati VA Medical Center (VAMC) in Ohio. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

The Cincinnati VA Medical Center seeks a contractor to enhance the wayfinding ability of Veterans, family members, and visitors by providing several wayfinding solutions. The project objective is to provide Veterans and visitors with easy-to-read guides as well as an accurate map rendering of the campus. This will be accomplished through 12-page visitor guide with a front and back tear off map that provides a quick reference of the main building and campus. The contractor shall provide 4,000 copies of the visitors guide which shall include maps, interior floor plans, listings of primary care/mental health/specialty services, and ancillary visitor information. The contractor shall provide 4,000 copies of the visitors guide with tear off that includes a directory of all departments on the back to Cincinnati VAMC. The interactive map shall include a campus map, floor plans, directions to all key services and departments on campus, and will be delivered through a compatible and user friendly exchange of information that allows the Cincinnati VAMC to receive any and all electronic files associated with the deliverables in this PWS.

The goal of this project is to enhance the wayfinding ability of Veterans and visitors. An objective of the project is to provide Veterans and visitors with easy-to-read guide with accurate map rendering of the campus and access to wayfinding options on their personal computer, tablet, and/or mobile devices. Also prior to visiting the campus, patients would be able to obtain information from the Cincinnati VA Medical Center Veterans Affairs internet website about driving, parking, and locations/ destinations around campus. The Veterans and visitors must see the same floor design that they see on the interactive map on the web as they will see in hard copy format when they arrive to our campus. This provides consistency in the entire wayfinding experience. This will ensure a more positive patient experience.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide interactive map, visitors guide and SaaS sustainment support for Cincinnati VAMC as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract for the following location:

Cincinnati Veterans Affairs Medical Center (VAMC) 3200 Vine Street Cincinnati, OH 45220

1.2 PERIOD OF PEFORMANCE. The periods of performance for base period and all option periods if exercised shall not exceed five (5) years for this contract are summarized as follows:

Base Period from 09/29/2021 to 09/28/2022: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide interactive mapping service, visitor guides, “you are here” wall maps and maintenance service for Cincinnati VAMC as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract summarized as follows:

o Deliver NLT 31 January 2022: Draft visitor’s guide o Deliver NLT 31 March 2022: Final visitor’s guide o Deliver NLT 31 May 2022: Draft “You Are Here” wall maps o Deliver NLT 15 June 2022: Final “You Are Here” wall maps o Deliver NLT 30 June 2022: Final interactive map review, approval and “go-live” to the public on the world wide web.

The contractor shall provide maintenance service to host the interactive mapping desktop/mobile platform as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall commence upon “go-live” to the public on the world-wide web. This contract line item shall be invoiced on a monthly basis in the arrears.

Option Year One (1) from 09/29/2022 to 09/28/2023 for Interactive Mapping Maintenance Service:

The contractor shall provide one (1) year of maintenance service to host the interactive mapping desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be

Option Year Two (2) from 09/29/2023 to 09/28/2024 for Interactive Mapping Maintenance Service:

desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be

Option Year Three (3) from 09/29/2024 to 09/28/2025 for Interactive Mapping Maintenance Service:

desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be

Option Year Four (4) from 09/29/2025 to 09/28/2026 for Interactive Mapping Maintenance Service:

desktop/mobile platform and up to 10 hours of changes as defined in this PWS which shall be provided under the definition of software as a service (SaaS). This interactive mapping maintenance service shall be

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.3.4 Hours of Operation. The business hours of operation for Cincinnati VAMC is Monday through Friday from 0800-EST to 1630-EST, except on Federally recognized holidays.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following location:

Cincinnati Veterans Affairs Medical Center (VAMC) 3200 Vine Street Cincinnati, OH 45220

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and conditions of this contract at the contractor’s facility unless a meeting and/or site visit is required which shall be coordinated with the government program manager.

1.4.12.1 VAMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required.

1.4.12.2 PHYSICAL Security: Not Applicable.

1.4.12.3 Key Control: Not Applicable.

1.4.12.4 Lock Combinations: Not Applicable.

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Government Program Manager (Government PM). The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: monitor contractor's performance and notifies both the contracting officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for

VAMC nursing homes.

CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

VETERANS TRANSPORTATION DEPARTMENT (VTD). This department is under Patient Business Service (PBS) and coordinates Veteran transportation and eligibility issues. This section works under the authority of the Contracting Officer and is responsible for placing orders for service and certification of invoices under the terms and conditions of this contract.

VETERANS TRANSPORTATION MANAGER (VTM). The manager/supervisor of the VA section under PBS that is responsible for coordinating Veteran transportation and eligibility issues.

2.2. ACRONYMS:

AQL Access Control List CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit NTE Not to Exceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PACS Physical Access Control System POC Point of Contact

PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SaaS Software as a Service SMS Security Management System SSA Site Support Agreement TE Technical Exhibit VAAR Veteran’s Administration Acquisition Regulation VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran’s Administration Ambulatory Care Clinic VAMC Veteran’s Administration Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: No government furnished equipment (GFE) will be provided for this requirement.

3.1. Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: Not Applicable

5. REQUIREMENTS – SPECIFIC TASKS:

5.1 The contractor shall provide the following services in coordination with the government representative(s) designated by the contracting officer:

5.1.1 Conduct Site Visit

5.1.1.1 Assess best wayfinding approach

a) Meet with identified stakeholders

b) Review mapping conditions

c) Identify barriers and develop mutually agreed upon solutions

d) Cincinnati VAMC will provide floor plan files to vendor two (2) weeks prior to scheduled visit.

5.1.1.2 Create aerial photographs for map rendering

a) Vendor will provide photographer

b) Flight dates will be mutually agreed upon and conducted during a clear day under good photography conditions at multiple altitudes across the campus.

c) All files shall be delivered through a compatible and user-friendly exchange of information that allows the Cincinnati VAMC to receive any and all electronic files associated with the deliverables in this PWS.

5.1.2 CONFERENCE CALLS. The contractor shall participate in four (4) estimated conference calls or as needed to full the terms and conditions of the contract.

5.1.2.1 Dates and times will be mutually agreed upon

5.1.2.2 Calls will not exceed 1 hour unless mutually agreed upon

5.1.3 VISTOR’S GUIDE. The contractor shall layout, design, develop, and print a visitor’s guide 12-page 7” x 9.5” self-cover booklet in accordance with the following:

5.1.3.1 The guide shall have an attractive cover design with final approval of the Cincinnati VA Medical Center. Exterior 3-D rendering of hospital campus, including parking areas with lines, hospital entrances clearly marked, building labels where necessary, etc.

5.1.3.2 As needed interior floor plans depicting primary destinations (with location text labels) and wayfinding features (corridors, elevators, stairwells, vending, restrooms, telephones, etc.)

5.1.3.3 Alphabetical listing of primary and secondary location/services

5.1.3.4 Ancillary hospital/visitor information (visiting hours, smoking/cell phone policy, parking information, cafeteria/gift shop hours, etc.)

5.1.3.5 Cincinnati VAMC vicinity map depicting interstate highways, major and secondary thoroughfares, prominent landmarks, hospital clinics (CBOC’s), etc.

5.1.3.6 Provide three (3) hard copy proofs with future proofs provided digitally.

5.1.4 TEAR OFF CAMPUS MAPS. The contractor shall layout, design, develop, and print 5,000 tear of campus maps that are 8-1/2” x 11”

5.1.4.1 The tear off campus maps shall be a full color depiction of 1st floor on one side and directory of the hospital on the other side of each paper.

5.1.5 “YOU ARE HERE” WALL MAP. The contractor shall provide fourteen (14) “You Are Here” wall maps in digital file format only which shall be formatted as follows:

5.1.5.1 The “You are Here” wall maps shall be formatted using the same design as the campus booklets, single page campus map and interactive map on the desktop/mobile to provide consistency throughout the Cincinnati VA Medical Center wayfinding solution.

5.1.5.2 Each “You are Here” Wall Map will be oriented to accommodate the viewers perspective.

5.1.6 INTERACTIVE MAP. The contractor shall provide an interactive map on desktop/mobile platform with ability to locate individual spaces defined in a user-friendly format which shall incorporate the following:

5.1.6.1 Interactive 3-D Rendering and Floor Plans.

5.1.6.2 Point A to Point B Navigation for mobile devices.

5.1.6.3 Standard HTML5 (Compatible on HTML5 browsers)

5.1.6.4 Show Veterans and visitors the best entrance and parking areas based on their destination.

5.1.6.5 Provide route markers through our hospital, showing Veterans and visitors how to get to their requested destination.

5.1.6.6 Incorporate specialty service information, static pictures, videos and hyperlinks.

5.1.6.7 Use roll-overs to display instant information for a building (desktop).

5.1.6.8 Help Veterans become more comfortable with the logistics of our facility, increasing satisfaction with the Veteran Experience.

5.1.6.9 Show turn-by-turn directions, using specific landmarks if needed. Measurements are not to be used because most people cannot keep up with distance.

5.1.6.10 Each floor design on the interactive map will be identical to the hard copy maps that are provided to Cincinnati VAMC. Blueprints are not acceptable on the interactive map but the same floor designs which are visually pleasing and easy to understand.

5.1.6.11 Floor maps and directions can be printed (B&W or color) so the Veteran and visitor can bring the map with them to see exactly how to get to the department.

5.1.6.12 Veterans and visitors will be able to send the directions and floor images to their mobile phone as they view the interactive map on the desktop version. The phone number will not be distributed or collected for any other purpose.

5.1.7 INTERACTIVE MAPPING SOFTWARE MAINTENANCE SERVICE. The contractor shall provide a yearly interactive mapping software maintenance service in accordance with the following:

5.1.7.1 Software updates as part of the maintenance service provided as software as a service (SaaS).

5.1.7.2 Software to remain on the vendors server in accordance with VA IT security procedures for SaaS.

5.1.7.3 All edits made to the interactive map on the web will also be made to the hard copy maps simultaneously. This will ensure that reprints will have the latest changes to the campus maps.

5.1.7.4 As signage changes, the interactive maps and the hard copy maps will also be changed (as needed).

5.1.7.5 The contractor shall provide up to ten (10) hours of edits per year included as part of the yearly software maintenance service.

5.1.7.6 The maintenance service will be made available for at least 5 years.

5.1.8 TIMELY REPRODUCTION. The contractor shall reproduce materials as needed in a timely fashion as mutually agreed. The standard order lots will be agreed upon by the government and contractor prior to submission by the contractor.

5.1.9 DELIVERABLES. The contractor shall treat all deliverables under the contract as the property of the U.S.

government for which the government agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.1.10 RECORDS. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

5.1.11 The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5.1.12 The contractor shall not create or maintain any records containing any government agency records that are not specifically tied to or authorized by the contract.

5.1.13 The government agency owns the rights to all data/records produced as part of this contract.

5.1.14 The government agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient documentation with all deliverables to permit the agency use.

5.1.15 The contractor agrees to comply with Federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

5.1.16 No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

5.1.17 The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.1.18 GENERAL REQUIREMENTS. The contractor shall be able to provide requirements summarized as follows:

5.1.18.1 Demonstrated experience in successfully providing these services within the Federal Healthcare system

5.1.18.2 Experience in a wide variety of healthcare settings

5.1.18.3 Ability to expand products for future growth

5.1.18.4 All printed materials provided within 30 days after final proof notice signed.

5.1.18.5 Templates formatted as a high-resolution PDF deliverable to the Dayton VA Medical Center within 30 days of final proof acceptance. Vendor retains working files following all security requirements set forth by the VA to address future changes/updates/revisions as needed per contract.

5.15 VA INFORMATION CUSTODIAL LANGUAGE.

5.15.1 Information made available to the prime contractor or their subcontractors through the prime contractor by VA for the performance or administration of this contract or information developed by the contractor and their subcontractors 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).

5.15.2 The prime contractor and their subcontractor(s) shall 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.

5.17 SECURITY INCIDENT INVESTIGATION

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

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

5.19 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.19.1 Invoicing Procedures. The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the contracting officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

Contract Number Purchase Order (PO) Number Actual quantity of authorized work completed by Contract Line Item Number (CLIN) Other information requested by the CO or authorized government representative(s) designated in writing by the CO.

5.19.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.19.2.1 All Inclusive Pricing | Fully Burdened. All patient transport rates established in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs) to include all ferry, bridge, tunnel or road toll charges.

5.19.2.2 No Long-Distance Phone Charges Authorized. If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll-free number is available at all time for accepting the VA phone calls and faxes.

5.19.2.3 No Hotel Charges Authorized. Reimbursement for contractor employees that stay in a hotel will not be authorized.

5.19.2.4 No Toll Charges. Although there are currently no toll charges in the state of Ohio, it is agreed and understood that the prices quoted in the SCHEDULE OF SERVICES – PRICE/COST SCHEDULE do not include any ferry, bridge, tunnel or road toll charges.

5.19.3 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by either the GOVERNMENT PM or CO.

5.20 EMPLOYEE STANDARDS AND CERTIFICATION REQUIREMENTS. All services performed by contractor employees under this contract shall comply with all applicable Federal, State, Local and Department of Veterans Affairs requirements.

5.25 DISASTER PLANS. In case of a disaster, natural or man-made, the contractor shall utilize maximum available resources to assist in providing services to government.

5.26 WAGE RATES AND SERVICES CONTRACT ACT.

5.26.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

5.26.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

5.27. APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

5.27.1 TRAINING. All contractor employees shall comply with the training requirements required by Federal, State, Local and Department of Veterans Affairs policies and procedures.

5.27.2 CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS). The contractor is required to register in the Contractor Performance Assessment Rating System (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the dollar threshold specified in the FAR and may share those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

5.27.2.1 Each contractor whose contract award is estimated to exceed the dollar threshold specified in the FAR shall be required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

5.27.2.2 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

5.27.2.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

7. Performance Requirements:

7.1 Performance Requirements Summary: The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standard Acceptable Quality

Level (AQL)

Method of Monitoring

1) Interactive Mapping

The contractor shall provide interactive mapping as specified in this PWS in accordance with the terms and conditions established in the contract. Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

100% Compliance

The PM or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

2) Visitor’s Guide

The contractor shall provide the visitor’s guide as specified in this PWS in accordance with the terms and conditions established in the contract. Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

100% Compliance

The PM or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

3) Annual Maintenance Service

The contractor shall provide an annual maintenance service as specified in this PWS in accordance with the terms and conditions established in the contract. Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

100% Compliance

The PM or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

4) Ad Hoc Reports

The contractor shall provide ad hoc status reports as requested by the government as specified in accordance with the terms and conditions established in the contract.

95% On‐Time

The PM or government…