W91YTZ-21-Q-0145.pdf

RFQ

W91YTZ-21-Q-0145

The Gordon Health Contracting Branch, Fort Gordon, GA has a requirement for Annual Physicist Survey base plus four option years, supporting Winn Army Community Hospital, Fort Stewart, Georgia. This request for quote (RFQ) is 100 Percent Small Business Set Aside for NAICS code, 541690 Other Scientific and Technical Consulting Services.

These Annual Physicist Surveys are required for Hospital Certification.

Quotes are due by 25 June 2021 at 12:00 pm EST. Questions must be submitted via email no later than 21 June 2021. Quotes and questions shall be submitted via email to johnnie.huffin.civ@mail.mil.

Please provide a quote for the line items brand name or equal listed below.

BASE YEAR

ITEM DESCRIPTION QTY UNIT UNIT PRICE TOTAL

0001 3D Full Field Digital Mammography Units 2 EA 0002 Radiographic or Fluoroscopic Units 21 EA 0003 Dental Units 42 EA 0004 Annual Physicist Survey for CT 1 EA 0005 CT Dose Optimization 1 EA 0006 Annual Physicist Survey for MRI 2 EA 0007 Service Contract Report 1 EA

TOTAL BASE YEAR $

OPTION YEAR ONE

1001 3D Full Field Digital Mammography Units

2 EA

1002 Radiographic or Fluoroscopic Units 21 EA 1003 Dental Units 42 EA 1004 Annual Physicist Survey for CT 1 EA 1005 CT Dose Optimization 1 EA 1006 Annual Physicist Survey for MRI 2 EA

1007 Service Contract Report 1 EA

TOTAL OPTION YEAR 1 $

OPTION YEAR TWO

mailto:johnnie.huffin.civ@mail.mil

2001 3D Full Field Digital Mammography Units 2 EA 2002 Radiographic or Fluoroscopic Units 21 EA 2003 Dental Units 42 EA 2004 Annual Physicist Survey for CT 1 EA 2005 CT Dose Optimization 1 EA 2006 Annual Physicist Survey for MRI 2 EA 2007 Service Contract Report 1 EA

TOTAL OPTION YEAR 2 $

OPTION YEAR THREE

3001 3D Full Field Digital Mammography Units 2 EA 3002 Radiographic or Fluoroscopic Units 21 EA 3003 Dental Units 42 EA 3004 Annual Physicist Survey for CT 1 EA 3005 CT Dose Optimization 1 EA 3006 Annual Physicist Survey for MRI 2 EA 3007 Service Contract Report 1 EA

TOTAL OPTION YEAR 3 $

OPTION YEAR FOUR

4001 3D Full Field Digital Mammography Units 2 EA 4002 Radiographic or Fluoroscopic Units 21 EA

4003 Dental Units 42 EA 4004 Annual Physicist Survey for CT 1 EA 4005 CT Dose Optimization 1 EA 4006 Annual Physicist Survey for MRI 2 EA 4007 Service Contract Report 1 EA

TOTAL OPTION YEAR 4 $

GRAND

TOTAL

The Government Does Not Pay Sales Tax. Price must include shipping and handling.

Delivery Address

Winn Army Community Hospital 1061 Harmon Avenue, Bldg 306 Fort Stewart, GA 31314

The following provisions in their latest edition apply to this solicitation FAR Clauses and provisions can be viewed at https://www.acquisition.gov

FAR CLAUSES

52.212-4 -- CONTRACT TERMS AND CONDITIONS -- COMMERCIAL ITEMS (OCT 2018)

ADDENDUM TO 52.212-4

(w) The non-FAR Part 12 discretionary FAR, DFARS, AFARS and LOCAL clauses included herein are incorporated into this contract either by reference or in full test. If incorporated by reference, see clause 52.252- 2 herein for locations where full text can be found.

52.212-1 -- Instructions to Offerors -- Commercial Items (OCT 2018)

ADDENDUM TO 52.212-1

(m) The Regional Health Contracting Office-Atlantic, Gordon Health Contracting Branch has a requirement for Annual Physicist Survey. Offerors must have the required NAICS and registration in the System for Award Management (SAM) https://www.sam.gov/portal. This will be a single award (All or None), Commercial Firm Fixed-price contract. Offerors proposing less than the entire effort specified herein will be determined to be unacceptable. Offerors agree to hold the prices firm for 60 calendar days from the close date of the request for quote. Quotes shall be placed on first page of this RFQ and emailed by the date on page one to johnnie.huffin.civ@mail.mil or francine.brown.civ@mail.mil. Questions concerning this requirement are to be emailed by the date on page one.

Proposal shall including the following:

CLIN/ITEM Number Pricing (filled out) Company’s Dunn and Bradstreet number (DUNS) CAGE code Tax ID Number Company Contact Information, for evaluation purposes.

Fill out and return 52.212-3 Alt I (Registration in SAM can be substituted for FAR 52.212- 3 Alt I.

The information in SAM must be current and complete before an award can be made. Contractor shall not have any Active Exclusion Record in SAM. Fill out and return 52.204-26 Covered Telecommunications Equipment or Services-Representation.

Must be in a 5 hour radius of Fort Stewart, GA 31314

Performance Requirements:

The Contractor shall perform unlimited service calls during normal duty hours, 5 days per week. Response time for routine repair will be within 24hrs, after verbal notification is received. Completion time shall be within 4 hours or in the most expeditious repair time depending in the severity of the required repair after the Contractor’s representative arriving onsite.

The Contractor shall furnish all materials, Original Equipment Manufacturer Parts, labor, test equipment and supplies necessary to perform the services described herein, other than those listed specifically at 4.1 in the PBWS, as Government furnished. Travel is included in the overall contract cost.

(n) Protests received at a level higher than the Contracting Officer will be referred to the Contracting Officer. Protestor may request a review by the Contracting Officer or an independent review at a level higher than the Contracting Officer. Requests for appeals or independent review will be addressed to the Contracting Officer for referral to the review authority. Questions on this process will be referred to the cognizant Contracting Officer identified in the solicitation.

http://www.acquisition.gov/ http://www.sam.gov/portal mailto:johnnie.huffin.civ@mail.mil mailto:francine.brown.civ@mail.mil

(o) The non-FAR Part 12 discretionary FAR, DFARS, AFARS, and LOCAL provisions included herein are incorporated into this solicitation either by reference or in full text. If incorporated by reference, see provision 52.252-1 herein for locations where full text can be found.

(End of Addendum)

52.204-13 – SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

52.204-23 PROHIBITION ON CONTRACTING FOR HARDWARE, SOFTWARE, AND SERVICES

DEVELOPED OR PROVIDED BY KASPERSKY LAB AND OTHER COVERED ENTITIES (JUL 2018)

52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)

52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET ASIDE (NOV 2020)

52.222-19 CHILD LABOR-COOPERATION WITH AUTHORITIES AND REMEDIES (JAN 2020)

52.222-50 – COMBATING TRAFFICKING IN PERSONS (MAR 2015)

52.223-18 -- ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE

DRIVING (JUN 2020)

52.225-13 -- RESTRICTIONS ON CERTAIN FOREIGN PURCHASES (JUN 2008)

52.232-33—PAYMENT BY ELECTRONIC FUNDS TRANSFER-SYSTEM FOR AWARD

MANAGEMENT (OCT 2018)

52.232-39 -- UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUN 2013)

52.232-40 -- PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS

SUBCONTRACTORS (DEC 2013)

52.233-3 -- PROTEST AFTER AWARD (AUG 1996)

52.233-4 -- APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (OCT 2004)

252.203-7000 - REQUIREMENTS RELATING TO COMPENSATION OF FORMER DOD OFFICIALS

(SEP 2011)

252.203-7002 -- REQUIREMENT TO INFORM EMPLOYEES OF WHISTLEBLOWER RIGHTS (SEP

2013)

252.204-7003 -- CONTROL OF GOVERNMENT PERSONNEL WORK PRODUCT (APR 1992)

252.204-7018 -- PROHIBITION ON THE ACQUISITION OF COVERED DEFENSE

TELECOMMUNICATIONS EQUIPMENT OR SERVICES (DEC 2019)

252.225-7048 -- EXPORT CONTROLLED ITEMS (JUN 2013)

252.232-7003 - ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING

REPORTS (DEC 2018)

252.232-7010 LEVIES ON CONTRACT PAYMENTS (DEC 2006)

52.209-10 PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS

(NOV 2015)

52.219-28 -- POST-AWARD SMALL BUSINESS PROGRAM REREPRESENTATION (JUL 2013)

52.252-2 -- CLAUSES INCORPORATED BY REFERENCE (FEB 1998) (www.acquisition.gov)

52.252-6 -- AUTHORIZED DEVIATIONS IN CLAUSES (APR 1984) (DoD FAR Supplement 48 CFR Chapter 2)

252.204-7012 --SAFEGUARDING COVERED DEFENSE INFORMATION AND CYBER INCIDENT

REPORTING (OCT 2016)

252.204-7015 – DISCLOSURE OF INFORMATION TO LITIGATION SUPPORT CONTRACTORS

(MAY 2016)

252.244-7000 -- SUBCONTRACTS FOR COMMERCIAL ITEMS AND COMMERCIAL

COMPONENTS (DOD CONTRACTS) (OCT 2020)

252.244-7001 -- CONTRACTOR PURCHASING SYSTEM ADMINISTRATION-BASIC (MAY 2014)

252.247-7023 -- TRANSPORTATION OF SUPPLIES BY SEA – BASIC (FEB 2019)

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999): The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days before contract expires.

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days before the contract expires provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

(a) Definitions. As used in this clause— “Department of Defense Activity Address Code (DoDAAC)” is a six position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area Workflow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and http://www.acquisition.gov/

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer. COMBO

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer. N/A

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

N/A

(iv) For performance based payments, submit a performance based payment request. N/A

(v) For commercial item financing, submit a commercial item financing request. N/A

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included the contract.

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table* Field Name in WAWF Data to be entered in WAWF Pay Official DoDAAC HQ0490 Issue By DoDAAC W91YTZ Admin DoDAAC** W91YTZ Inspect By DoDAAC W33LGY Ship To Code W33LGY Ship From Code Mark For Code Service Approver (DoDAAC) W33LGY Service Acceptor (DoDAAC) W33LGY Accept at Other DoDAAC W33LGY LPO DoDAAC DCAA Auditor DoDAAC Other DoDAAC(s)

(4) Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(5)

(6) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

Winn Army Community Hospital, Fort Stewart, GA: Matthew D. Figueroa, 912-435-6073 Contract Specialist: Johnnie Huffin, 706 787-7944, johnnie.huffin.civ@mail.mil Contracting Officer: Francine Brown, 706 787-1409, francine.brown.civ@mail.mil Contact the WAWF helpdesk at 866-618-5988, if assistance is needed.

(End of clause)

52.212-5 -- CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR

EXECUTIVE ORDERS -- COMMERCIAL ITEMS (DEVIATION 2018-O0021) (SEP 2018)

Winn Army Community Hospital Fort Stewart, GA

PERFORMANCE BASED WORK STATEMENT (PBWS)

1. One time annual On-site Service for the below listed items:

2D Full Field Digital Mammography Units 0 Each 3D Full Field Digital Mammography Units 2 Each Stereotactic Breast Biopsy Unit 0 Each Radiographic or Fluoroscopic Units 21 Each Bone Densitometry Units 0 Each Dental Units 42 Each Annual Physicist Survey for CT 1 Each CT Dose Optimization 1 Each Annual Physicist Survey for MRI 2 Each

Location: Winn Army Community Hospital and Satellite clinics

Contract Period: 15 August 2021 – 14 August 2026

2. GENERAL SCOPE OF WORK

2.1. The contractor shall provide all services, labor, test equipment, travel, and materials not government furnished, necessary to conduct surveys to meet specific performance criteria defined in 21 CFR subchapter J. Contractor shall provide service calls within 24 hour response time. Contractor shall provide and install all software updates. New and refurbished parts must be certified and documented to meet OEM (Original Equipment Manufacturers) specifications on all repairs. Provide annual service visits.

2.2. PERSONNEL.

2.2.1. HOURS OF OPERATION. The equipment shall be fully operational during working hours, five days a week, 0700 - 1700 service.

mailto:francine.brown.civ@mail.mil

2.2.2. MINIMUM PERSONNEL QUALIFICATIONS. Services under this Contract shall be performed by individuals who have been Factory Trained and show documentation of the training on the described system and competence in the servicing and maintaining the system under this Contract.

2.2.3. SECURITY REQUIREMENTS. Contractor personnel or any representative of the contractor entering Ft. Stewart shall abide by all security regulations and shall be subject to security checks.

2.2.4. PERSONAL APPEARANCE. Contractor personnel working under this contract shall practice high standards of personal hygiene and maintain a clean, neat appearance while on duty.

2.3. QUALITY ASSURANCE. Upon completion of work, an acceptance inspection will be conducted by the Government (personnel from Equipment Management Branch, Logistics Division, Winn Army Community Hospital and the equipment user) to ensure all services are satisfactory and completed.

2.4. QUALITY CONTROL. The contractor shall be responsible for ensuring that the quality of service and materials provided under this contract meet or exceed the Performance Work Statement.

3. PERFORMANCE MEASURES

3.1. Physicist will perform Radiographic Surveys and Fluoroscopic Surveys on all x-ray equipment in full compliance with all State and FDA regulations

3.2. Physicist will prepare an official report during each visit and provide a copy to clinical engineering

4. DEFINITIONS

4.1. ADVISORY DOCUMENT. A document containing information and guidance for use by the contractor. The directive is not binding for compliance.

4.2. CALENDAR DAY. The time from midnight to midnight.

4.3. CALIBRATION/VERIFICATION/CERTIFICATION (CVC).

Comparison of the equipment included in this contract of unverified accuracy to test, measurement, and diagnostic equipment (Test Equipment) of known or greater accuracy to detect and correct any discrepancy in the accuracy of the unverified instrument. All calibrations performed on this unit will be documented and the DD Label 2163 sticker on the equipment updated. This DD Label 2163 is available upon request in the Equipment Management Branch.

4.4. CONTROL. Having authority or influence over the operation and use of equipment. The period of Contractor control is defined as the time when the operator turns the equipment over to the repair technician and ending at the time the operator accepts the equipment back.

4.5. DEFECT. Any nonconformance of a part or assembly of the system under contract to specified requirements.

4.6. GOVERNMENT FURNISHED PROPERTY (GFP). All equipment, goods, and land possessed by the government and subsequently delivered or otherwise made available to the contractor.

4.7. LEGAL PUBLIC HOLIDAYS. Holidays in each calendar year identified as follows:

New Year’s Day, January 1

Martin Luther King’s Birthday, 3rd Monday in January Washington’s Birthday, 3rd Monday in February Memorial Day, last Monday in May Independence Day, July 4 Labor Day, 1st Monday in September Columbus Day, 2nd Monday in October Veterans Day, November 11 Thanksgiving Day, 4th Thursday in November Christmas Day, December 25

Those holidays falling on a Saturday will be observed on the preceding Friday. Those falling on Sunday will be observed on the following Monday.

4.8. Winn ACH. An acronym, Winn Army Community Hospital.

4.9. MANDATORY DOCUMENT. A directive obligating the contractor to perform the effort strictly in accordance with the method specified in the directive to meet the stated results of the directive. The mandatory documents are all service records, documenting parts cost, labor cost, and calibrations performed.

4.10. NORMAL DUTY HOURS. 0700 to 1700, Monday through Friday, excluding public holidays.

4.11. PREVENTIVE MAINTENANCE CHECKS AND SERVICES (PMCS).

Maintaining equipment in a “like new” operating condition in accordance with the manufacturer’s specifications.

Accomplished by providing systematic inspection, CVC (Calibration/Certification/Verification), detection, and correction of remedial maintenance problems, before they occur or before they develop into a major defect, replacement of cracked or work buttons, covers, etc. Cleaning and lubrication will be included, as needed, on all internal parts as well as external cleaning after services are performed.

4.12. QUALITY ASSURANCE. Those actions taken by the

Government to assure that the quality of purchased goods and services received are acceptable in accordance with established standards and requirements of the contract.

4.13. QUALITY ASSURANCE EVALUATOR (QAE). A Government Contracting Officer Representative (COR) is responsible for performing surveillance and inspection of contractor performance.

4.14. REPAIR COMPLETION TIME: The time frame requirement within which the Contractor must have the equipment in fully serviceable condition. This may involve correction of a specific failure or unserviceable condition from time of verbal or written notifications that a service is required on the equipment.

4.15. RESPONSE TIME. The allotted time for the Contractor to arrive onsite. Measured from the time of verbal notification that service is required. Response time for this contract is 24 hours after service call is confirmed with the contractor. The deficiency must be corrected within 24 hours after the call is confirmed. Some leeway will be taken into consideration for repair time when major component change out occur,

4.16. ROUTINE SERVICE CALL. Request for onsite unscheduled service call (excluding emergency calls).

4.17. UNLIMITED MONITORING SERVICE: Repairing equipment to correct deficiencies in the operation of the equipment to insure it will perform all required functions according to manufacturer’s specifications (includes emergency calls and routine service calls). Provide 24hr monitoring services for maximum coverage of material product.

4.18. WEEKEND. The period beginning on Friday at 1700 and ending Monday at 0700. There will be no service calls during the weekend.

5. GOVERNMENT FURNISHED PROPERTY AND SERVICES

5.1. The Government will provide the equipment listed in section 7.5, 7.6 of this (PBWS) and, as required, in connection with this contract.

6. CONTRACTOR FURNISHED ITEMS

6.1. The Contractor shall furnish all materials, Original Equipment Manufacturer Parts, labor, test equipment and supplies necessary to perform the services described herein, other than those listed specifically at 4.1 as Government furnished. Travel is included in the overall contract cost.

7. SPECIFIC TASKS

7.1. The Contractor shall provide 2 each scheduled onsite PMCS Services for equipment. If maintenance is required, the Contractor will notify the activity.

7.2. Contractor’s representative shall report to the Equipment Management Branch, Building P302, Room LC29, Winn Army Community Hospital, telephone 912-435-6073/6075, prior to commencing all onsite services and repairs during normal operating hours, 0700 to 1700, Monday through Friday. If in the event repairs are required after normal duty hours the staff onsite will make sure service receipts are provided to Equipment Management Branch.

7.3. Upon Completion, a written service report will be provided to the Chief, Equipment Management Branch. The service report shall be completely filled out and provide detailed information regarding the cause of equipment malfunc-tion as well as corrective action taken. Included should be the time required to complete the work, price of labor (hourly rate), and a list of parts and price for each part replaced. In the event all information is not available to contractor's representative when services are performed, the initial service report shall include all information stated above except for price. Contractor shall provide the balance of the required information in writing to the Chief, Equipment Management Branch, not later than two days after services are completed.

7.4 Upon completion of PMCS, the contractor shall sign off on or affix a DD Form 2163 Calibration verification sticker in accordance with instruction provided in TB Med 750-1/750-2.

7.5. The contractor shall be responsible for damages to

Equipment covered by this contract while the equipment is under the contractor’s control.

7.6. The Contractor shall perform unlimited service calls during normal duty hours, 5 days per week. Response time for routine repair will be within 24 hrs after verbal notification is received. Completion time shall be within 4 hours or in the most expeditious repair time depending in the severity of the required repair after the Contractor’s representative arriving onsite.

7.7. The Contractor shall accept requests for service only from the Chief, Equipment Management Branch or his designated representative.

7.8. The Contractor shall use new or refurbished parts, material, and assemblies when performing the terms of this contract. Exterior parts, circuit boards and assemblies (other than industry standard electronic components) will be original manufacturer products to ensure exact manufacturer specifications and operational characteristics are obtained.

8. APPLICABLE DIRECTIVES/DOCUMENTS

8.1. Documents applicable to this PBWS are listed below. The documents have been coded (M) mandatory. The contractor shall follow those coded as mandatory, but only to the extent specified in this PWS when the document is referenced herein. Applicable publications will be available during the contract period at Equipment Management Branch, Winn Army Community Hospital. Supplements or amendments may be issued from time to time, but are not to be a part of the contract unless incorporated by modification by the Contracting Officer.

8.2. Payments. Payment will be made by DSCP-Philadelphia by MIPR or thru Wide Area Work Flow and will be accompanied by an Invoice. The contractor is required to report in the Contract Manpower Reporting Application

(CMRA).

8.3. ARMY PAMPHLET. TB 38-750-2, Maintenance Management Procedures for Medical Equipment, dated 1 Nov 89 (M).

8.4. FORMS. DD Form 2163, Medical Equipment Calibration/Verification/Certification Sticker (M).

Accounting for Contractor Support: The Contractor shall report ALL contractor labor hours (inclusive of subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site.

Reporting shall be accomplished online by going to web address http://www.SAM.gov and then clicking on the “Service Contract Report” section of SAM. The reporting period is the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. The Contractor shall notify the Contracting Officer’s Representative (COR) by the 5th working day of November whether or not they have completed this report. If the COR is unavailable, the Contractor will notify the Contracting Officer.

Standard Contract Language and Instructions for All Government Data Including Protected Health Information

1. General Government Oversight Instructions. Program/Project Managers will follow the policies and procedures identified in the contract language. Specifically, Program/Project Managers will ensure compliance by auditing invoice for compliance upon receipt and periodically. Examples of audits for this purpose include:

a. Auditing invoices submitted by contractors to verify that only those personnel listed are being billed against the contract (Personnel Security) and have been processed for an appropriate background check. Acceptor of invoice must verify dates of background check.

b. Performing periodic audits of Contractor sites to ensure Contractor compliance to the requirements of the Physical Security Audit Matrix. Army personnel will monitor and re-inspect to check for resolution of identified deficiencies (Physical Security).

c. Ensuring contractors acquire, develop, and maintain the Certification & Accreditation (C&A) documentation to ensure both initial and continued compliance with C&A requirements as specified by Army Information Assurance requirements for all contractor systems/networks that receive, process, store, display, or transmit Army data, or has a physical or logical connections to an Army certified network (Electronic Security). All contractor systems/networks that receive, process, maintain, store, or transmit Protected Health Information (PHI) will also have to comply with all C&A requirements (Electronic Security).

d. Auditing all new systems at delivery to ensure all applicable electronic patches are installed on the system before the Army accepts the product (Electronic Security).

e. Random security auditing of any Contractor sites where PHI files are collected, used, or stored. Prior to accessing PHI all Contractors must have an approved Business Associates Agreement (BAA). The audit will ensure the contractor has complied with all terms stated in the BAA regarding physical, personnel and electronic security measures as reflected in the Privacy Act (5 U.S.C. 55a et seq), HIPAA Privacy Rule (PL 104-191), and DoD Health Information Regulation Privacy Regulation (6025.18-R) (Protected Health Information Security).

2. Information Assurance Standard Contract Language

a. General Security Requirements. The Contractor shall establish appropriate administrative, technical, and physical safeguards to protect any and all Army data, to ensure the confidentiality, integrity, and availability of Army data. As a minimum, this shall include provisions for personnel security, electronic security and physical security as listed in the sections that follow:

b. Health Insurance Portability and Accountability Act (HIPAA). Health Insurance Portability and Accountability Act of 1996 (HIPAA) Requirement. The HIPAA standard contract language is mandatory whenever a business associate, (i.e., outside person or agency) creates, receives, maintains, or transmits electronic protected health information (PHI) on behalf of a covered entity. This contract or agreement requires the business associate to:

c. Implement administrative, physical, and technical safeguards that will protect the confidentiality, integrity, and availability of the PHI

d. Ensure all agents or subcontractors to whom the business associate provides PHI will also implement reasonable and appropriate safeguards to protect the information.

e. Report all security incidents.

f. Additional guidance can be found in DoD 8580.02 –R, Health Information Security Regulation.

3. Personnel Security

a. The contractor shall comply with Army Regulation 25–2, "Information Assurance” (IA), Army Regulation 25–1, “Army Knowledge Management and Information Technology,” and " DoD Health Information Privacy Regulation."

b. Contractor shall comply with the following requirements:

(1) Follow the Army guidelines for submittal of Information Technology (IT) security background checks and ensure all contractor personnel are designated as IT-I, IT-II, or IT-III where their duties meet the criteria of the position sensitivity designations. Contact the Winn Army Community Hospital Information Management Division for guidance on the appropriate IT levels for personnel on the contract.

(2) Initiate, maintain, and document personnel security investigations appropriate to the individual's responsibilities and required access to MEDCOM Sensitive Information (SI).

(3) Immediately report to the Winn Army Community Hospital Information Management Division and deny access to any automated information system (AIS), network, or MEDCOM SI information if a contractor employee filling a sensitive position receives an unfavorable adjudication, if information that would result in an unfavorable adjudication becomes available, or if directed to do so by the appropriate Army representative for security reasons.

(4) Ensure that all contractor personnel receive information assurance (IA) training before being granted access to Army AISs/networks, and/or MEDCOM SI information.

4. Electronic Security

a. Contractor Information Systems (IS)/networks that are involved in the operation of systems in support of the Army’s Health System shall operate in accordance with controlling laws, regulations, and Army policy.

b. Certification & Accreditation (C&A) requirements apply to all Army and contractor's IS/networks that receive process, display, store or transmit Army information. The contractor shall comply with the C&A process for safeguarding SI. Certification is the determination of the appropriate level of protection required for IS/networks.

Certification also includes a comprehensive evaluation of the technical and non-technical security features and countermeasures required for each system/network.

c. Accreditation is the formal approval by the Army to operate the contractor's IS/networks in a particular security mode using a prescribed set of safeguards at an acceptable level of risk. In addition, accreditation allows IS/networks to operate within the given operational environment with stated interconnections; and with appropriate level of protection for the specified period.

d. The contractor shall comply with C&A requirements, as specified by the Army that meet appropriate Army Information Assurance requirements. The C&A requirements shall be met before the contractor's system is authorized to access Army data or interconnect with any Army IS/network that receives, processes, stores, displays or transmits Army data. The contractor shall initiate the C&A process by providing the Contracting Officer Representative, within 60 days following contract award, the required documentation necessary to receive an Approval to Operate (ATO). The contractor shall make their IS/networks available for testing, and initiate the C&A testing four months (120 days) in advance of accessing Army data or interconnecting with Army IS/networks. The contractor shall ensure the proper contractor support staff is available to participate in all phases of the C&A process. They include, but are not limited to:

(1) Attending and supporting C&A meetings with the Army

(2) Supporting/conducting the vulnerability mitigation process

(3) Supporting the C&A Team during system security testing

e. Contractors must confirm that their IS/networks are locked down prior to initiating testing.

f. Conformation of system lock down shall be agreed upon during the definition of the C&A boundary and be signed and documented as part of the Department of Defense Information Assurance Certification and Accreditation Process

(DIACAP).

g. Locking down the system means that there shall be no changes made to the configuration of the system (within the C&A boundary) during the C&A process

h. Any re-configuration or change in the system during the C&A testing process will require a re-base-lining of the system and documentation of system changes. Some changes will necessitate a pause in work depending on the severity and impact of change and determined by the COR in conjunction with the IA representative.

i. Vulnerabilities that have been identified by the Army as "must-fix" issues during C&A process must be mitigated according to the timeline identified by the Army Representative. C&A Checklists are provided for complying Army C&A requirements.

j. A request for a waiver to the C&A requirements may be submitted for temporary testing and other usual circumstances. A waiver request must be submitted, in writing, to the Designated Approving Authority (DAA). The request must include mitigation strategies that ensure adequate protection measures and security controls are in place (for example: air gapping a testing network).

k. Information Assurance Vulnerability Management (IAVM). The contractor shall implement an information assurance vulnerability management program. The Army IAVM program provides electronic security protections against known threats and vulnerabilities. The IAVM program requires the registration of AIS system assets, which then allows for the timely dissemination of critical vulnerability information. It also assists in the documentation and tracking of compliance, providing increased electronic security to MEDCOM systems. As part of the program, the contractor shall provide a primary and secondary point of contact for IAVM compliance reporting. The contactor shall thoroughly test all mitigations for the vulnerability, and upon applying the mitigation to the system, report compliance to the MEDCOM IA Operations POC. Receipt and compliance messages to MEDCOM shall occur within the stipulated time window, as stated in the vulnerability message.

l. Guidance regarding the requirement for IAVM is contained in the Army Regulation 25–2, "Information Assurance” and Army Regulation 25–1, “Army Knowledge Management and Information Technology.” An asset is defined as any hardware device, such as a router, firewall, server, or an operating system image accessed by more than one user. The “MEDCOM IASO list server is the primary means to disseminate IAVAs, Information Assurance Vulnerability Bulletins (IAVBs), and Information Assurance Technical Advisories down to the System Administrator (SA) and applicable personnel throughout the chain of command. Requests to be added to the IASO list server should be sent to medcom.ia@amedd.army.mil

m. The contractor shall maintain any development environments in accordance with MEDCOM Information Assurance (IA) best practices and operational requirements. During product development for the Army, the contractor shall ensure that all IA mitigation strategies have been applied to the development environment prior to any Army data being loaded onto any assets or software for testing or delivery.

n. IA mitigation strategies include security updates, service packs, and changes to operating procedures as physical and cyber vulnerabilities are detected. Operating system, routers, servers, development platforms and the application being delivered to the Army shall be in compliance with all known applicable Army Computer Emergency Response Team (ACERT) Alert, Bulletin, and Technical Advisory Notices published during the past 36 months.

o. Disposing of Electronic Media. Contractors shall follow the Army standards, procedures, and use approved products to dispose of unclassified hard drives and other electronic media, as appropriate, in accordance with Army Regulation 25–2, "Information Assurance” and Army Best Business Practices (BBP), “Reuse of Computer Hard Drives.”

p. Ports Protocols and Services. Contractors shall follow all current Army standards and requirements for acceptable Ports, Protocols, and Services. Any requests for exception to using the current Army Ports, Protocols, and Services standards requires an request for exception sent through the Program Manager to the DAA.

q. Public Key Infrastructure and Encryption. Contractors shall follow the Army standards, policies, and procedures related to the use of Public Key Infrastructure (PKI) certificates and biometrics for positive authentication. Where interoperable PKI is required for the exchange of unclassified information between the Army and its contractors and contractors, industry partners shall obtain all necessary certificates. Contractors must turn over to the Army all encryption keys for deployed systems, backdoor algorithms, and procedures for their use in remote support. The Contractor must provide a written report detailing all of the above, prior to task order expiration, regardless of modifications or extensions.

5. Information Systems (IS)/Networks Physical Security.

a. The contractor shall employ physical security safeguards for IS/Networks involved in processing or storage of Army Data to prevent the unauthorized access, disclosure, modification, destruction, use, etc., and to otherwise protect the confidentiality and ensure use conforms with Army regulations. In addition, the contractor will support a Physical Security Audit performed by the Army of the contractor's internal information management infrastructure. The MHS Physical Security Audit Matrix is available at:

http://www.tricare.osd.mil/tmis_new/Policy/PSA_Matrix_%20012304%200930%20clean%20version.xls.

mailto:medcom.ia@amedd.army.mil http://www.tricare.osd.mil/tmis_new/Policy/PSA_Matrix_%20012304%200930%20clean%20version.xls

b. The contractor shall correct any deficiencies identified by the Army of the contractor's physical security posture through contract modification. New Army policies will be posted to the following website:

http://www.apd.army.mil/

c. The contractor shall ensure that data which contains PHI is continuously protected from unauthorized access, use, modification, or disclosure. The contractor shall comply with all previously stated requirements for HIPAA, Personnel Security, Electronic Security, and Physical Security.

52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

52.204-16 -- COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (JUL 2016)

52.204-17 – OWNERSHIP OR CONTROL OF OFFEROR (JUL 2016)

52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES--REPRESENTATION

(OCT 2020)

(a) Definitions. As used in this provision, “covered telecommunications equipment or services” has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

(b) Procedures. The Offeror shall review the list of excluded parties in the System for Award Management (SAM) (https://www.sam.gov) for entities excluded from receiving federal awards for “covered telecommunications equipment or services”.

(c) Representation. The Offeror represents that i t [ ] does, [ ] does not provide covered telecommunications equipment or services as a part of its offered products or services to the Government in the performance of any contract, subcontract, or other contractual instrument.

(End of provision)

52.209-2 -- PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS -

REPRESENTATIONS (NOV 2015)

52.209-11 -- REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX

LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (FEB 2016)

52.252-1 -- SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

(www.acquisition.gov)

52.252-5 -- AUTHORIZED DEVIATIONS IN PROVISIONS (APR 1984)

(www.acquisition.gov)

252.203-7005 -- REPRESENTATION RELATING TO COMPENSATION OF FORMER DOD

OFFICIALS (NOV 2011)

252.204-7008 -- COMPLIANCE WITH SAFEGUARDING COVERED DEFENSE

INFORMATION CONTROLS (OCT 2016)

52.212-2--Evaluation - Commercial Items (Oct 2014) http://www.apd.army.mil/

ADDENDUM to 52.212-2

Paragraph (a) is hereby replaced with the following: The Government will award a contract resulting from this request for quote to the responsible offeror whose offer conforming to Addendum to 52.212-1 will be most advantageous to the Government including price. Must be in a 5 hour radius of Fort Stewart, GA 31314.

Price: Price will be evaluated for fairness and reasonableness based on a comparison of offers received from this request for quote or from previous price history for the same or similar equipment.

Award may be made without discussions with offerors (except communications conducted for the purpose of minor clarification). Therefore, each initial offer should contain the offeror's best terms from a technical and price standpoint. Award will be made on all or nothing basis.

However, the Government reserves the right to conduct discussions if it is later determined by the contracting officer to be necessary.

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (MAR

2020) ALTERNATE I (OCT 2020)

The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision.

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

“Covered telecommunications equipment or services” has the meaning provided in the clause 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment.

“Economically disadvantaged women-owned small business (EDWOSB) concern” means a small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127. It automatically qualifies as a women-owned small business eligible under the WOSB Program.

“Forced or indentured child labor” means all work or service—

(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

(3) “Highest-level owner” means the entity that owns or controls an immediate owner of the offeror, or that owns or controls one or more entities that control an immediate owner of the offeror. No entity owns or exercises control of the highest level owner.

“Immediate owner” means an entity, other than the offeror, that has direct control of the offeror. Indicators of control include, but are not limited to, one or more of the following: Ownership or interlocking management, identity of interests among family members, shared facilities and equipment, and the common use of employees.

“Inverted domestic corporation,” means a foreign incorporated entity that meets the definition of an inverted domestic corporation under 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).

“Manufactured end product” means any end product in product and service codes (PSCs) 1000-9999, except—

(1) PSC 5510, Lumber and Related Basic Wood Materials;

(2) Product or Service Group (PSG) 87, Agricultural Supplies;

(3) PSG 88, Live Animals;

(4) PSG 89, Subsistence;

(5) PSC 9410, Crude Grades of Plant Materials;

(6) PSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) PSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) PSC 9610, Ores;

(9) PSC 9620, Minerals, Natural and Synthetic; and

(10) PSC 9630, Additive Metal Materials.

“Place of manufacture” means the place where an end product is assembled out of components, or http://www.sam.gov/ otherwise made or processed from raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

“Restricted business operations” means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174).

Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate—

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to marginalized populations of Sudan;

(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;

(5) Consist of providing goods or services that are used only to promote health or education; or

(6) Have been voluntarily suspended.

“Sensitive technology”—

(1) Means hardware, software, telecommunications equipment, or any other technology that is to be used specifically—

(i) To restrict the free flow of unbiased information in Iran; or

(ii) To disrupt, monitor, or otherwise restrict speech of the people of Iran; and

(2) Does not include information or informational materials the export of which the President does not have the authority to regulate or prohibit pursuant to section 203(b)(3) of the International Emergency Economic Powers Act (50 U.S.C. 1702(b)(3)).

“Service-disabled veteran-owned small business concern”—

(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; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) 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) “Small business concern” means a concern, including its affiliates that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121 and size standards in this solicitation. “Small disadvantaged business concern, consistent with 13 CFR 124.1002,” means a small business concern under the size standard applicable to the acquisition, that—

(1) Is at least 51 percent unconditionally and directly owned (as defined at 13 CFR 124.105) by--

(i) One or more socially disadvantaged (as defined at 13 CFR 124.103) and economically disadvantaged (as defined at 13 CFR 124.104) individuals who are citizens of the United States; and

(ii) Each individual claiming economic disadvantage has a net worth not exceeding $750,000 after taking into account the applicable exclusions set forth at 13 CFR 124.104(c)(2); and

(2) The management and daily business operations of which are controlled (as defined at 13.CFR 124.106) by individuals, who meet the criteria in paragraphs (1) (i) and (ii) of this definition.

“Subsidiary” means an entity in which more than 50 percent of the entity is owned—

(1) Directly by a parent corporation; or

(2) Through another subsidiary of a parent corporation.

“Veteran-owned small business concern” means a small business concern—

(1) Not less than 51 percent…