Solicitation.pdf

Document Number: 36C78625Q50102 PROCESSED Page 1 of 47

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

F000774-25-2000000

PAGE 1 OF

5. SOLICITATION NUMBER

36C78625Q50102

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

DATE

02/03/2025

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Olalekan Ismail

b. TELEPHONE NUMBER (No collect calls) 8. OFFER DUE DATE / LOCAL

TIME

02/14/2025

12:00 ET

CODE 36C786

NATIONAL CEMETERY ADMIN (786)

NATIONAL CEMETERY ADMIN

DEPT OF VETERANS AFFAIRS-CENTRAL CO

5105 RUSSELL RD

QUANTICO, VA 22134

9. ISSUED BY UNRESTRICTED OR X SET ASIDE: 100.00 % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

X SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS: 561410

SIZE STANDARD: $19 Million

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

X RFQ IFB RFP

14. METHOD OF SOLICITATION

000774CODE15. DELIVER TO

NCA Midwest District 575 N. Pennsylvania Street Indianapolis, IN 46204

CODE 00077416. ADMINISTERED BY

NCA Midwest District 575 N. Pennsylvania Street Indianapolis, IN 46204

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

NCA-VACOCODE18a. PAYMENT WILL BE MADE BY

TUNGSTEN

http://www.tungsten-network.com/customer-campaigns/ veterans-affairs/

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

OFFER SEE ADDENDUM

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

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Continuation Page (Section 1) Below

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

X 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE X 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

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS

SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT

TO THE TERMS AND CONDITIONS SPECIFIED.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE 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 THE CONTRACTING OFFICER (TYPE OR PRINT) Olalekan Ismail

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: 36C78625Q50102 PROCESSED Page 2 of 47

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: 36C78625Q50102 PROCESSED Page 3 of 47

Table of Contents

Section Description Page Number

1 Continuation Sheet P09 - Drawing Digitization Services Statement of Work.docx

2 Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023) 52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 52.217-8 Option to Extend Services (Nov 1999) 52.223-5 Pollution Prevention and Right-to-Know Information (May 2024) 52.223-10 Waste Reduction Program (May 2024) 52.227-14 Rights in Data-General (May 2014) 52.227-16 Additional Data Requirements (June 1987) 52.227-17 Rights in Data - Special Works (Dec 2007) 52.227-18 Rights in Data - Existing Works (Dec 2007) 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984) 52.237-3 Continuity of Services (Jan 1991)

852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (MAY

2020) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)

852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

852.239-70 SECURITY REQUIREMENTS FOR INFORMATION TECHNOLOGY RESOURCES

(FEB 2023)

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Jan 2025)

852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

3 Documents, Exhibits, or Attachments Instructions to Offerors.docx P07 - Wage Determination - Indianapolis.pdf

4 Solicitation Provisions 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Sep 2023) 52.204-7 System for Award Management (Nov 2024) 52.204-16 Commercial and Government Entity Code Reporting (Aug 2020) 52.204-20 Predecessor of Offeror (Aug 2020) 52.216-1 Type of Contract (Apr 1984)

Document Number: 36C78625Q50102 PROCESSED Page 4 of 47

Section 1 - Continuation Sheet

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001 See Description Below

PSC: R607

SUPPORT- ADMINISTRATIVE:

WORD PROCESSING/TYPING

1.000000 JA

Description: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform Digitization Services. Digitization services is defined as electronic copy of the data to include an 100% index.

Period of Performance: 02/24/2025 - 05/24/2025

Reference Line: F000774-25-2000000 - 0001

Document Number: 36C78625Q50102 PROCESSED Page 5 of 47

PERFORMANCE WORK STATEMENT

Drawing Digitization Services at Midwest District (MWD) Office

525 N Pennsylvania St, Suite 495 Indianapolis, Indiana

NCA MISSION

The National Cemetery (NCA) honors Veterans and their eligible family members with final resting places in national shrines and with lasting tributes that commemorate their service and sacrifice to our Nation.

PERIOD OF PERFORMANCE

Performance Period: The term of this contract shall be for a period from Date of contract award through no greater than 3 months (90 days).

If exercised. Contractor shall submit an invoice electronically, in arrears, at the end of each month.

GENERAL REQUIREMENTS

(a) All work shall be performed during normal office hours of operation 8:00AM, through 4:30PM local time Monday through Friday. Work performed outside of normal work hours may be required for interments or ceremonies on Federal

Holidays or weekends and must be coordinated in advance, outside of COR’s general authority through the VA

Contracting Officer’s Representative (COR). Contractor may make a written request to the Contracting Officer (CO), in advance, to work outside of the normal work hours when needed to carry out the specifications of this contract. Contractor must conduct services outlined below and according to the contract during all operational days when the office is open regardless of weather conditions.

(b) Federal Holidays: All work required under this contract shall be performed during normal office hours of operation. Except for Memorial Day and Veterans Day, work is normally not conducted on Federal holidays.

The following is a list of all Federal holidays:

FEDERAL HOLIDAYS (Holidays observed by the Federal Government, per the US Office of Personnel Management website, Federal

Holidays (opm.gov)

Document Number: 36C78625Q50102 PROCESSED Page 6 of 47

*This holiday is designated as "Washington’s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for Federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is our policy to always refer to holidays by the names designated in the law.

SECTION A: TECHNICAL SPECIFICATIONS

The following list, with subsequent corresponding descriptions of services, describe the contractor requirements. The Contractor through innovation, technology, or other means, shall perform the required digitization services at frequencies agreed upon by the

Contractor and, the Contracting Officer Representative (COR), and the Director. Performance shall be based on the Government’s evaluation of results, and the frequency or methods of the Contractor's performance of the required/agreed upon descriptions of services:

1.1 Background: The National Cemetery Administration (NCA), Midwest District conducts cemetery planning, design and construction projects for national cemeteries in the Midwest District. NCA requires one-time Drawing Digitization services for 1 to 1 large format 24” x 36”, 30” x 42” (typical size) mylar, vellum, and paper-based documentation located in flat file storage drawers at 525 N Pennsylvania St, Suite 495 Indianapolis, Indiana 46204.

Document Number: 36C78625Q50102 PROCESSED Page 7 of 47

1.2 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform Digitization Services, as defined in this PWS. Digitization services is defined as electronic copy of the data to include an

100% index. Delivery of the digital product will be done on a Network Attached Storage (NAS).

1.3 Period of Performance: The Period of Performance shall be no greater than 3 months (90 days).

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 2.

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 8:00am – 5:00pm on Monday through Friday except on recognized US holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at:

A) 525 N Pennsylvania St, Suite 495 Indianapolis, Indiana. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Note that performance at the Government facility will require contractor badging.

B) As an Alternate, the contractor may provide services off-site at a contractor operated / leased facility approved by the

COR. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Off-site performance will require inventory and careful packaging of the source material at the government facility and shipment to the off-site location at the contractor’s expense. Off-site performance also allows the option of securely boxing the documents for pick-up by the contractor.

1.4.5.1 Use of Government Information Systems (IS) and access to Government networks is not provided.

1.4.5.3 PIV Requirements: The Personal Identity Verification (PIV) card is an identification card issued by a federal agency. A PIV is required to enter all government facilities. The contractor shall schedule arrival times and departure times in order for the government to provide an escort for ingress and egress to the facility.

1.4.5.4 Property Pass: A property pass may be required to move the drawings from the building. The contractor shall secure a property pass from the COR prior to facilitate moving drawings or be escorted by NCA personnel.

1.4.13 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the CO. All materials supplied to the

Document Number: 36C78625Q50102 PROCESSED Page 8 of 47

Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a) If necessary, to meet the size specification the government shall provide the final hard Drive to the contractor to deliver the final scanned documentation. The contractor shall store the information on his own device until the work is complete then specify the size of the hard drive necessary to transfer the information.

4.0 General: The contractor shall furnish everything required to perform these services as indicated in Paragraph 1.2.

5.0 Requirements: The contractor shall:

5.1. Basic Services: The contractor shall provide Drawing Digitization Services for materials identified in Technical Exhibit 1. With the utmost care not to damage source material, these services shall include the following:

1. Scanning large format source material (at 600 dpi TIFF with compression in black and white) If the source material is in color the scan shall also be grayscale (at 300 dpi Tiff with LZW compression).

2. Apply electronic file naming convention outlined in this PWS (Exhibit 3) – See sample folder.

3. Apply sticker to source material with date scanned

4. Electronically file scan in associated cemetery site folder and project sub-folder outlined in this PWS

5. Apply contractor Quality Control (QC) measures on scans

6. On a weekly basis, deliver Weekly Project Report which will include an index document of scanned items IAW (Technical

Exhibit 2) file structure and naming convention. COR will perform Quality Assurance (QA) on the scanned material, provide comment / acceptance of work for each weekly submission.

a. Data acceptance should be tracked by calendar week number

b. If work is not accepted, resubmit revised electronic archive to COR via file transfer protocol link with report stating changes made. Resubmittal shall remain separate from the next/other Weekly Project Reports and submissions.

c. To ensure quality the COR shall preform a random sample of not less than 100 images per 1000 files for the duration of the contract.

5.2 Project Closeout:

1. All source material shall be returned to the office at:

525 N Pennsylvania St, Suite 495 Indianapolis, Indiana 46204

2. The final delivery will include a full index of all digital services and the digital data. The final products will be submitted to

NCA Design and Construction Service, 525 N Pennsylvania St, Suite 495 Indianapolis, Indiana 46204.

3. The final deliverables will include digital data on a contractor provided NAS device with scalability to facilitate expansion.

Document Number: 36C78625Q50102 PROCESSED Page 9 of 47

4. There will be two identical devices with original copies of the source material. The index will be the complete list of the digital product.

6.0 Applicable Publications: N/A

Document Number: 36C78625Q50102 PROCESSED Page 10 of 47

TECHNICAL EXHIBIT 1

Materials & Quantities

1. Drawings (not yet scanned)

a. Materials: ARCH E1 30”x42” Drawings (typical), some as small as ARCH B 12”x18”. Record sets are predominantly paper with some on polyester film (Mylar); Some may be on Vellum; may contain some staple bound bond paper copies; a small amount of drawings exist on other formats such as blueprint or other paper types and may require special handling / scanning techniques.

b. Quantity: Approximately 6000 pages 51 cemetery locations; quantity of pages varies per drawer. Total quantity of pages is unknown.

TECHNICAL EXHIBIT 2

File Naming Convention

>FOLDER SCANNED_IMAGES

> FOLDER Cemetery Name - Cemetery Station Number (3 identifying numbers)

> FOLDER Project Number (and brief title) (brief title no project number)

> FOLDER Submission, date written as 8 digits no punctuation (SKIP If NA)

>FILE Page Number (actual file)

EXAMPLE:

> FOLDER CADD_PDF [Official File – DCS]

Document Number: 36C78625Q50102 PROCESSED Page 11 of 47

> FOLDER Cemetery Name - Cemetery Station Number (3 identifying numbers) > FOLDER Project Number (and brief title) (brief title no project number)

> FOLDER Submission, date written as 8 digits no punctuation (SKIP If NA)

SECTION B: ROLES AND RESPONSIBILITIES

B.1 USE OF FACILITIES AND UTILITIES

(a) The Government shall not be responsible for any loss, damage, or theft of Contractor equipment, supplies, items, or personal property. Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of

Department of Veterans Affair’s facilities used by Contractor's employees.

(b) Upon completion of the contract, the facility shall be returned to the government in the same condition as received at the expense of the Contractor, except for reasonable wear and tear.

(c) The Government shall not provide the Contractor with any equipment, supplies, or telephone and utility services. The

Contractor shall be responsible for the cleaning and maintaining of any Government spaces provide for their use. The

Contractor shall also be responsible for the cost of any trash removal, associated with their use of the Government facility.

The Contractor shall take adequate safety precautions to prevent unsightly appearances, and unsanitary conditions.

(d) The Contractor is responsible for safely handling and disposition of all fluids, oil, cleaning solutions, hazardous materials, used parts, etc. in accordance with manufacturers recommendations, OSHA standards, State and Federal regulations.

(e) Contractor employees may park privately owned vehicles in the area designated for parking by the COR.

Document Number: 36C78625Q50102 PROCESSED Page 12 of 47

(f) Use of government building space are off limits except for necessary work such as trash or debris removal.

B.2 OPERATIONS AND STORAGE AREAS

(a) The Contractor shall confine all operations (including storage of materials) on Government premises to areas as designated by the and/or CO as appropriate.

(b) Temporary buildings (e.g., storage sheds, shops, offices) and utilities may be erected by the Contractor only with the approval of the COR and shall be built with labor and materials furnished by the Contractor without expense to the

Government. The temporary buildings and utilities shall remain the property of the Contractor and shall be removed by the

Contractor at its own expense upon completion of the contract.

(c) The Contractor shall, use only established roadways, or use temporary roadways constructed by the Government. When materials are transported in performance of work, vehicles shall not be loaded beyond the loading capacity recommended by the manufacturer of the vehicle or prescribed by any Federal, State, or local law or regulation. When it is necessary to cross curbs or sidewalks, the Contractor shall protect them from damage. The Contractor shall repair or pay for the repair of any damaged curbs, sidewalks, or roads that has been caused by the Contractor.

(d) The COR shall designate working space and space available for storing materials. All working space and storage space must be coordinated through the COR prior to its use.

(e) Contract personnel are subject to the NCA office rules of conduct. In addition to items listed elsewhere in this contract, the

Contractor is responsible for ensuring that no contract work causes any committal service, ceremony, procession, or visitation to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

(f) Contractor shall execute work in such a manner as to interfere as little as possible with work being done by other contractors. Keep roads clear of materials, debris, always standing equipment and vehicles. Materials and equipment shall not be stored in other than assigned areas.

B.3 UTILITY INTERRUPTIONS

(a) No utility services such as water, gas, steam, sewers or electricity, or fire protection systems and communications systems may be interrupted without prior approval of the COR.

(b) Contractor shall submit a notice to and shall coordinate with the COR and/or CO as appropriate regarding the interruption of any such services, in writing, 48 hours in advance of interruption. Notification shall state reason, date, exact time of, and approximate duration of such interruption.

(c) Contractor shall be advised (in writing) of approval or rejection of request or of which other date and/or time such interruption shall cause least inconvenience to operations of the NCA office. Interruption time approved by the NCA office may occur at other than Contractor's normal working hours.

(d) To minimize interference of daily operational activities with flow of NCA office traffic, the Contractor is to keep walks and entrances, parking and occupied areas of buildings clear of materials, debris, and equipment.

Document Number: 36C78625Q50102 PROCESSED Page 13 of 47

B.4 PROTECTION & DAMAGE

(a) The Contractor shall preserve and protect all structures, equipment, within the NCA property which are not to be removed and which do not interfere with the work required under this contract. The Contractor shall only remove items when specifically authorized to do so by the COR and/or CO as appropriate and shall avoid damaging that which shall remain in place.

(b) All damage caused by Contractor to NCA property shall be repaired at Contractor’s expense.

(c) The Contractor shall protect from damage all existing improvements and utilities at or near the work site and on adjacent property of a third party. The Contractor shall immediately notify the COR of any such occurrence and repair any damage to those facilities, including those that are the property of a third party, resulting from failure to comply with the requirements of this contract or failure to exercise reasonable care in performing the work. If the Contractor fails or refuses to repair the damage promptly, the Contracting Officer may have the necessary work performed and charge the cost to the

Contractor.

B.5 RESTORATION

(a) Except as otherwise shown or specified, contractor shall not disturb any internet, telephone, electric or other services without prior approval of the COR or designee.

(b) Upon completion of contract, existing facilities, disturbed or damaged as a result of performing required services, shall be replaced as determined necessary by the COR. Facilities, etc. shall be left in as good condition as existed before contract commencement.

(c) The Contractor, at its own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen/sub-contractors to existing piping, conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone - if applicable), to the work performed under this agreement, which are not scheduled for discontinuance or abandonment.

B.6 CONTRACT ADMINISTRATION

(a) Representatives of the Contracting Officer: The VA Contracting Officer shall designate one (or more) representatives to serve as the Contracting Officer’s Representative (COR) to act for him/her in furnishing technical guidance and advice or generally recommending the work to be performed under the contract. Such designation shall be in writing and shall define the scope and limitations of the COR’s authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

(b) Contractor’s work schedule shall account for daily activities and operations and minimize any disruptions. Duties and responsibilities of the COR include day-to-day monitoring of the contract as follows:

(i) Providing contract oversight and technical guidance to the Contractor.

(ii) Schedule services

(iii) Verification / certification of payments to the Contractor for services rendered.

Document Number: 36C78625Q50102 PROCESSED Page 14 of 47

(c) All administrative contract functions are the responsibility of the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases, and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Government Contracting Officer.

(d) Notwithstanding the Contractors responsibility for total management during the performance of this contract, the administration of the contract shall require maximum coordination between the Government and the Contractor. The

Government shall provide a list of Government personnel authorized to act as COR.

B.7 CONTRACTOR RESPONSIBILITIES

(a) The Contractor shall be aware of the labor and equipment requirements needed to meet contract specifications. Inclement weather shall not be considered an excusable delay in meeting specifications. The government expects the Contractor to work throughout all weather conditions and to apply additional labor and equipment as necessary to meet deadlines.

(b) The Contractor is responsible for taking all precautions to prevent damage to NCA office property, in any manner during service operations. The Contractor shall be charged current replacement costs for or property damaged because of actions by the Contractor and/or its personnel.

(c) Use of Facilities: The Government shall not be responsible for any loss, damage, or theft of Contractor items, nor shall free telephone service be provided. The Contractor shall be responsible for the cleaning and maintaining of Government spaces provided for their use. The Contractor shall also be responsible for any trash/recycling removal associated with their use.

Contractor shall be responsible for acceptable standards of housekeeping and custodial maintenance of Department of

Veterans Affair’s facilities used by Contractor's employees.

(d) The Contractor shall take adequate safety precautions to prevent hazardous product spills, fire hazards, odors, unsightly appearance, and unsanitary conditions.

(e) The Contractor is responsible for safely handling any chemicals, cleaning solutions, etc. in accordance with manufacturers recommendations, and Federal and State guidelines. The Contractor shall comply with all cleaning and chemical state laws, in the event they are applicable to the drawing digitization services contract.

(f) If space is provided, only the Contractor’s equipment, supplies, and property necessary to perform work under this contract shall be stored at the Contractor's designated storage area. No maintenance or repair of Contractor equipment shall be done on NCA property without the COR’s approval. Maintenance or repair of Contractor equipment shall only be conducted in designated area by the COR.

(g) Cooperation with other Contractors: The Government may undertake or award other contracts for additional work at or near the site of work for this contract. The Contractor shall fully cooperate with other Contractors and with Government employees.

(h) More than one Contractor may have access to storage areas designated by the COR. The government is not responsible for any costs associate with repairing or replacing Contractor(s) property while on NCA property.

Document Number: 36C78625Q50102 PROCESSED Page 15 of 47

(i) The Contractor shall be responsible for repairing any damage to NCA property caused by the Contractor regardless of working conditions, and at no additional cost to the government.

(j) The Contractor shall provide adequate safety warning devices, barricades, and cover boards, etc., at all work sites to eliminate hazards from public visitors and NCA employees at no cost to the government.

(k) At the end of each day, the Contractor shall remove all debris from the MWD Office site. At all times rubbish and trash generated by the Contractor shall be kept clear of pedestrian traffic throughout the site. The government shall not provide receptacles for the disposal of debris related to this contract.

(l) The Contractor shall possess and maintain all necessary insurance, licenses and permits required for contract performance.

Contractor is responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Indiana.

Reporting "on-the-job" Injuries: The Contractor is required to report all "on-the-job" injuries incurred by the Contractor, its agents, or employees, resulting from performance of this contract. Contractor shall notify the COR (either orally or via telephone) within twenty-four (24) hours of the injury and provide details and exact location of the incident.

B.8 STANDARDS OF EMPLOYEE CONDUCT

The standards of work, appearance by Contractor’s personnel must exercise and exhibit absolute decorum, composure, and stability at all times.

Contractor’s employee must always look professional and neat in appearance; and be fully clothed to include upper garment to cover the body from the waist to neck and long pants or slacks. The Contractor shall require its employees, including subcontractors, to wear distinctive visible identification at all times for easy identification while on NCA premises.

Contractor and Contractor’s personnel (including subcontractor and their employees) shall be required to adhere to the standards of dress and conduct while performing work on NCA property. These standards and regulations are enforceable under Title 38, U.S.C. Section 218.

Contractor’s personnel shall:

a. be fully clothed at all times, to include long slacks or pants and shirt, buttoned up from neck to waist. Clothing shall be clean each day. Any soiled clothing should be work-related that day. Tank tops as outer garments are prohibited. Tee-shirts shall have the company logo visibly displayed. Shoes/boots shall have no holes or loose soles. Steel-toed shoes shall be required in accordance with OSHA (if applicable to the services being completed.

b. not engage in loud or boisterous behavior or use profane or abusive language. Shall show proper reverence during business hours.

c. not eat or drink beverages except water or non-alcoholic drinks while in work area or in sight of NCA office property. Use of intoxicating beverages and/or drugs is strictly prohibited.

Document Number: 36C78625Q50102 PROCESSED Page 16 of 47

d. not lean, sit or stand on or against NCA office property. No tools, equipment or other items shall be placed or leaned on NCA office property.

e. only smoke in smoking areas, as designated by the COR. All other areas are designated as NO SMOKING.

DIGNITY CLAUSE

Respect for NCA property

1. Every action by contractor personnel at a NCA property must be performed with the special care, reverence, dignity, and respect that acknowledges the documentation detailing the final resting places that commemorate the service and sacrifice that service members, Veterans and their families made for our Nation. Critically important is the awareness required of the

Contractor employees of the documents detailing remains buried at National Cemeteries throughout the Midwest District. The utmost care must be given.

a. Contractors cannot walk, stand, lean, sit or jump on NCA office equipment not designed walking standing or sitting.

b. No tools, equipment or other items shall be placed or leaned on NCA office property or equipment.

c. Use care not to scratch or damage NCA office property in any manner.

d. Contractor shall be responsible for replacing NCA office property and for restoring damaged NCA office property during performance of this work.

e. Additionally, should any activity result in the exposure and/or damage to any NCA property, the contractor must contact the COR and/or CO as appropriate.

2. Any doubts as to proper procedures shall be brought to the attention of the COR or CO for guidance or resolution.

(a) Questions from visitors shall be politely referred or directed to NCA office personnel.

B.9 ROLES & RESPONSIBILITIES OF KEY PERSONNEL

1. On site employee: The Contractor shall provide an English speaking “on-site employee” who shall be always on-site during contract performance. The on-site employee shall be responsible for the following:

a. Directing, overseeing, and coordinating the work involved.

b. Staying apprised of all upcoming NCA office functions including special holiday events and interment activities.

c. Ensuring that contract work does not cause any NCA office work to be delayed, altered, or otherwise impacted in such a way that the dignity, security, or safety of the event or visit is compromised.

d. The on-site employee shall re-direct work throughout the rest pf the NCA office so that productive use of labor and equipment is assured, and downtime is avoided.

Communication & Coordination of Work with COR: Communication with the COR (or designee) is strongly encouraged. Some

NCA office activities may/shall take precedence over contract work activities. Work activity and noise cannot disturb daily NCA office employee work.

Document Number: 36C78625Q50102 PROCESSED Page 17 of 47

Note: To cause the least possible interference NCA office employee work activities, contract personnel shall stop (cease) all work in areas where employee work activities are taking place.

(a) The Contractor/on-site employee shall be responsible for maintaining satisfactory standards of personnel conduct and work performance and shall administer disciplinary action as required.

B.10. INSPECTION AND ACCEPTANCE

10.Dignity Clause

(a) If Government inspection reports indicate performance deficiencies, the CO or COR may require the Contractor to explain, in writing, why performance was unacceptable, how performance shall be returned to acceptable levels, and how recurrence of the problem(s) shall be prevented in the future. The CO and/or COR shall evaluate the Contractor's explanation.

(b) The Contractor may be required to re-perform or perform late any or all defective work disclosed by Government inspection, including incomplete performance. Where the Government so elects, the Contractor shall be notified promptly after inspection that specified defective services must be re-performed or performed late, and completed within a reasonable time, as specified by the Government. In such cases, the Government shall re-inspect the work designated for re-performance or late performance, and the Contractor may be liable for any damages sustained by the Government including, for example, the costs associated with re-inspection. All re-performance by the Contractor shall not be a reimbursable cost.

(c) Re-performance, and the acceptance of re-performance (or late performance), shall be determined by the CO through coordination with the COR on an individual service work item basis.

(d) The Government reserves the right to have any or all of the existing deficiencies corrected by other means. The Contractor shall have the full amount of the cost for having these deficiencies corrected deducted from the monthly payment.

(e) Payment may be withheld for failure to comply with any terms and conditions of the contract.

B.11 DEFINITIONS

(a) Contracting Officer (CO): The CO has the overall responsibility for administering this contract. He/she alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and delivery schedules; make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; terminate the contract for convenience or default;

and issue final decisions regarding contract questions or matters under dispute. Additionally, he/she may delegate certain other responsibilities to his/her authorized representatives.

Contracting Officer’s Representative (COR): The COR is designated by the CO at time of award and if necessary revised by letter during the contract period to assist him/her in discharging his/her responsibilities. The responsibilities of the

COR include but are not limited to: Evaluating Contractor performance with the Government's representative at the work site; advising the Contractor of proposed deductions for nonperformance or unsatisfactory performance; compliance with

Document Number: 36C78625Q50102 PROCESSED Page 18 of 47 contract requirements insofar as the work is concerned; and advising the CO of any factors which may cause delay in work performance.

(b) Director (Administrator / Management Official): The Director is the VA Official responsible for day-to-day oversight. The

Director and/or designee (hereon referred to as COR) are responsible for contract oversight.

(c) Contractor: Also referred to as the Onsite Manager in the field. The term “Contractor” as used herein refers to prime

Contractor, his/her employees, and any subcontractors and their employees. The Contractor is responsible for assuring its employees and subcontractors comply with all contract terms, conditions, and provisions.

(d) Applicable Publications: Every Contractor and subcontractor shall comply with the Occupational Safety & Health

Administration (OSHA) safety and health standards published in 29 CFR Part 1925 (Safety & Health Regulations for

Federal Service Contracts). OSHA Safety & Health Regulations and any other publication referenced in this contract shall be with the same force and effect as if they were given in full text.

(e) Title 38, U.S.C. Section 218: Security and Law enforcement at Veterans Administration Facilities. Every Contractor and subcontractor shall comply with the Veterans Affairs rules and regulations.

(f) Federal Insecticide, Fungicide, and Rodenticide Act, or FIFRA and state law. Every Contractor and subcontractor shall comply with the Federal Insecticide, Fungicide, and Rodenticide Act, or FIFRA) and state laws and regulations.

(g) COB: Close of Business

(h) CBNC: National Cemetery

(i) MAL: Minimum Acceptable Levels

(j) Clean Sweep: A large-scale removal and disposal of unwanted objects to expedite change.

(k) CPARS: Contractor Performance Assessment Reporting System

(l) CLIN: Contract Line-Item Number

B.12 IT security requirements for certification and accreditation

(a) IT security requirements for certification and accreditation are not required for this contract.

(b) The Certification and Accreditation requirements do not apply to this contract and a Security Accreditation Package is not required.

(c) This acquisition does not require any services that involve the connection of any type of contractor owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted network.

Document Number: 36C78625Q50102 PROCESSED Page 19 of 47

Section 2 - Contract Clauses

52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/ these address(es):

www.acquisition.gov/browse/index/far (FAR) www.va.gov/oal/library/vaar/index.asp (VAAR) [Insert one or more Internet addresses]

(End of clause) Clause Title Fill-ins

52.212-4 Contract Terms and Conditions-Commercial Products and Commercial

Services (Nov 2023)

52.204-9 Personal Identity Verification of Contractor Personnel (Jan 2011)

52.204-13 System for Award Management Maintenance (Oct 2018)

52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)

52.217-8 Option to Extend Services (Nov 1999) Period of Time: "30"

52.223-5 Pollution Prevention and Right-to-Know Information (May 2024)

52.223-10 Waste Reduction Program (May 2024)

52.227-14 Rights in Data-General (May 2014)

52.227-16 Additional Data Requirements (June 1987)

52.227-17 Rights in Data - Special Works (Dec 2007)

52.227-18 Rights in Data - Existing Works (Dec 2007)

52.237-2 Protection of Government Buildings, Equipment, and Vegetation (Apr 1984)

52.237-3 Continuity of Services (Jan 1991)

852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Nov 2021)

(a) Definitions. As used in this clause--

"Covered contractor information system" means an information system that is owned or operated by a contractor that processes, stores, or transmits Federal contract information.

"Federal contract information" means information, not intended for public release, that is provided by or generated for the Government under a contract to develop or deliver a product or service to the Government, but not including information provided by the Government to the public (such as on public Web sites) or simple transactional information, such as necessary to process payments.

Document Number: 36C78625Q50102 PROCESSED Page 20 of 47

"Information" means any communication or representation of knowledge such as facts, data, or opinions, in any medium or form, including textual, numerical, graphic, cartographic, narrative, or audiovisual (Committee on National Security Systems Instruction

(CNSSI) 4009).

"Information system" means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or disposition of information (44 U.S.C. 3502).

"Safeguarding" means measures or controls that are prescribed to protect information systems.

(b) Safeguarding requirements and procedures.

(1) The Contractor shall apply the following basic safeguarding requirements and procedures to protect covered contractor information systems. Requirements and procedures for basic safeguarding of covered contractor information systems shall include, at a minimum, the following security controls:

(i) Limit information system access to authorized users, processes acting on behalf of authorized users, or devices (including other information systems).

(ii) Limit information system access to the types of transactions and functions that authorized users are permitted to execute.

(iii) Verify and control/limit connections to and use of external information systems.

(iv) Control information posted or processed on publicly accessible information systems.

(v) Identify information system users, processes acting on behalf of users, or devices.

(vi) Authenticate (or verify) the identities of those users, processes, or devices, as a prerequisite to allowing access to organizational information systems.

(vii) Sanitize or destroy information system media containing Federal Contract Information before disposal or release for reuse.

(viii) Limit physical access to organizational information systems, equipment, and the respective operating environments to authorized individuals.

(ix) Escort visitors and monitor visitor activity; maintain audit logs of physical access; and control and manage physical access devices.

(x) Monitor, control, and protect organizational communications (i.e., information transmitted or received by organizational information systems) at the external boundaries and key internal boundaries of the information systems.

(xi) Implement subnetworks for publicly accessible system components that are physically or logically separated from internal networks.

(xii) Identify, report, and correct information and information system flaws in a timely manner.

(xiii) Provide protection from malicious code at appropriate locations within organizational information systems.

(xiv) Update malicious code protection mechanisms when new releases are available.

(xv) Perform periodic scans of the information system and real-time scans of files from external sources as files are downloaded, opened, or executed.

(2) Other requirements. This clause does not relieve the Contractor of any other specific safeguarding requirements specified by Federal agencies and departments relating to covered contractor information systems generally or other Federal safeguarding requirements for controlled unclassified information (CUI) as established by Executive Order 13556.

(c) Subcontracts. The Contractor shall include the substance of this clause, including this paragraph (c), in subcontracts under this contract (including subcontracts for the acquisition of commercial products or commercial services, other than commercially available

Document Number: 36C78625Q50102 PROCESSED Page 21 of 47 off-the-shelf items), in which the subcontractor may have Federal contract information residing in or transiting through its information system.

(End of clause)

852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

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

(End of clause)

852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

The Contractor shall not make reference in its commercial advertising to Department of Veterans Affairs contracts in a manner that states or implies the Department of Veterans Affairs approves or endorses the Contractor’s products or services or considers the Contractor’s products or services superior to other products or services.

(End of clause)

852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-DISABLED VETERAN-OWNED SMALL

BUSINESSES (NOV 2022)

(a) Definition. For the Department of Veterans Affairs, “Service-disabled Veteran-owned small business concern or SDVOSB”:

(1) Means a small business concern-

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR 802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA’s Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause.

(2) The term “Service-disabled Veteran” means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term “small business concern” has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term “small business concern owned and controlled by Veterans with service-connected disabilities” has the meaning given the term “small business concern owned and controlled by service-disabled veterans” under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).

(b) General. (1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

Document Number: 36C78625Q50102 PROCESSED Page 22 of 47

(2) Any award resulting from…