Active

Contract Opportunity

Combined Synopsis-Solicitation for Commercial Products and Commercial Services
Revision 01
Effective: 05/30/2023
Description
This is a combined synopsis/solicitation for commercial products and services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as RFQ 36C24124Q0249. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-03.

The associated North American Industrial Classification System (NAICS) code for this procurement is NAICS 238290 (Other Building Equipment Contractors) size standard $22 million.

This is being bid as a SDVOSB set-aside.

The VAMC West Haven 950 Campbell Ave West Haven, CT 06516 is seeking to identify any vendor capable of providing VAMC West Haven with Mechanical systems repairs in Building 1 servicing critical infrastructure. They have been diagnosed and in need of the following repairs:

Replacement of the head pressure control on Compressor 1 of CRAC #1 located in Building 1 Room SG105.
Replacement of the compressor in the Liebert Unit located in Building 1 Room SG105.
Replacement of the relief valve on Compressor 2 of CRAC #3 in Building 1 Room SG105.

All interested companies shall provide quotations for the following:





Statement of Work
BACKGROUND
Mechanical systems in Building 1 servicing critical infrastructure have been diagnosed and in need of repairs as follows:
Replacement of the head pressure control on Compressor 1 of CRAC #1 located in Building 1 Room SG105.
Replacement of the compressor in the Liebert Unit located in Building 1 Room SG105.
Replacement of the relief valve on Compressor 2 of CRAC #3 in Building 1 Room SG105.

JUSTIFICATION
Replacement of mechanical equipment is needed to maintain daily operations and protect critical infrastructure needed to continue to provide patient care.

PLACE OF PERFORMANCE
The place of performance for this contract is VA Connecticut Healthcare System, West Haven VA Medical Center located at 950 Campbell Avenue, West Haven, CT 06516.

PERIOD OF PERFORMANCE
The Contract Time Period of Performance will be 60 calendar days from Notice to Proceed (NTP) and includes contractor closeout.

QUALIFICATIONS
To be considered eligible for consideration, potential bidders shall have a field service representative located within 200 miles of the West Haven and Newington Campuses of the VA Connecticut Healthcare System and have been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment that he/she is being asked to provide services for.

Bidders shall provide upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. The Contracting Officer and/or Contracting Officer s Representative (COR) specifically reserve the right to reject any of the Contractor s personnel and refuse them permission to work on the equipment outlined herein, based upon credentials provided.

SCOPE OF WORK
The scope of this work includes the replacement of mechanical system parts including compressor head pressure control, compressor, and compressor relief valve.
The awarded contractor shall furnish al materials, equipment, supervision, and personnel necessary to accomplish the project as indicated.

Work shall occur during regular business hours between 7:00 a.m. 4:30 p.m. or as coordinated.

Objectives:
The project will include but not be limited to the following:
Contractor shall furnish appropriate tools, equipment, and labor to replace the head pressure control on compressor 1 of CRAC #1 located in Building 1 Room SG105.
Contractor shall furnish appropriate tools and equipment to replace the compressor in the Liebert Unit located in Building 1 Room SG105.
Contractor shall furnish appropriate tools and equipment to replace the relief valve on compressor 2 of CRAC #3 located in Building 1 Room SG105.
Protect all equipment in place during replacement activities.

All contractor personnel, sub-contractors and representatives visiting VA sites will be required to sign in upon arrival at Building 15 and/or retain a temporary VA badge. Each visiting individual be required to enter their name, their company s name, VA project title, reason for visit, and the times of arrival and departure. Arrangements for after normal hour working site visits must be made in advance and during normal working hours.
General: The Contracting Officer reserves the right to terminate any construction period services, without payment for services completed, if such services are not needed or are not being adequately completed.

Approved Plans and Permits: Prior to the start of construction, submit to VA copies of all required permits.

Site Visits: Day to day construction administration will be performed by the COR. Periodic reviews, tests, and other field observation by the Government are not to be interpreted as superintendence nor as resulting in any approval of the contractor s apparent progress toward meeting the Government s objectives; but are intended to discover any information that the Contracting Officer may be able to call to the contractor s attention to prevent costly misdirection of effort.
The contractor shall remain responsible for constructing, operating, and maintaining the site in full accordance if the requirements of this solicitation.
The contractor shall provide VA with a copy of all inspection reports for inspections conducted by local, regional, and state code authorities from the start of construction through issuance of the certificate of occupancy or completion.

The contractor shall develop and provide to the VA the following:
Safety Plan: The contractor shall produce work in accordance with the latest editions of all applicable DVA guidelines (e.g. Construction Standards, Master Specifications, Standard Details, Special Design Criteria to meet Hospital Joint Commission (JCAHO) requirements), NFPA, Federal and State codes pertinent to the project scope.

All construction personnel on site are required to obtain an Occupational Safety and Health
Administration (OSHA) 10 hour construction certification, and the site competent person for the
contractor must obtain an OSHA 30 hour construction certification.

Prior to the start of construction, the specifications shall require the contractor to develop and
submit such plans as required by the VA relating to Safety and Environmental Issues. These may include but are not limited to:
Job Hazard Analysis and LOTO
Quality Control Plan: A Quality Control Plan shall be implemented for identifying and specifying the appropriate standard forms for Quality Control Inspections that will become part of the overall plan.

Per VA Directive 1805, smoking vaping, and smokeless tobacco are prohibited on the grounds of VA facilities, including in vehicles. This Directive applies to all Service providers and their employees.

No photography of VA premises is allowed without written permission of the contracting officer. Patients and staff are not to be photographed at any time.

Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required COVID vaccinations and boosters in compliance with current VHA Directives.

Prior to commencing work onsite, all Service providers and provider personnel shall furnish proof of receipt of required Tuberculosis testing in compliance with VHA Directive 1131(5), dated June 04, 2021.

Parking for Service provider and its employees shall be in designated areas only. Service provider to coordinate with COR.

The Service provider shall confine all operations (including storage of materials) on government premises to areas authorized or approved by the VA Contracting Officer. The Service provider shall hold and save the government, its officers, and agents, free and harmless from liability of any nature occasioned by the Service provider s performance. Working space and space available for storing materials shall be as determined by the COR. Workers are subject to the rules of the Medical Center applicable to their conduct. Execute work in such a manner as to reduce impacts with work being done by others.

Billing: Provide COR with a report or statement of work completed and include statements with request for payment. Statement should include service completed and the date each service item was completed. Labor charges shall be billed hourly, and any unused labor totals will be credited back to the VA Medical Center on the next billing cycle, upon receipt of the service report.

Safety Codes / Certification / Licensing:
Environmental abatement work, if necessary, is to be performed by Contractor under supervision and
monitoring for the VA by a Certified Industrial Hygienist.
The Contractor shall comply with all codes as described above, as well as codes customarily applied in
VA construction jobs such as NFPA fire code, OSHA, VA Design Guides, etc. Labs used by the contractor
shall be licensed as required by any applicable governing agencies, and their certifications and licenses
shall be included in the reports.

Travel:
Contractor and/or subcontractors will travel from their place of business to the West Haven VAMC of the VA Connecticut Healthcare System.

APPENDIX A
INFECTION PREVENTION MEASURES

A. Implement the requirements of VA Medical Center s Infection Control Risk Assessment
(ICRA) team. ICRA Group may monitor dust, in the vicinity of the construction work, and
require the Contractor to take corrective action immediately if the safe levels are exceeded.
B. Establish and maintain a dust control program as part of the contractor s infection
preventive measures in accordance with the guidelines provided by ICRA Group as specified
here. Prior to start of work, prepare a plan detailing project-specific dust protection measures,
including periodic status reports, and submit to Project Manager and Facility ICRA team for
review for compliance with contract requirements in accordance with Section 01340, SAMPLES
AND SHOP DRAWINGS.
1. All personnel involved in the construction or renovation activity shall be educated
and trained in infection prevention measures established by the medical center.
C. Medical Center Infection Control personnel shall monitor for airborne disease (e.g.
aspergillosis) as appropriate during construction. A baseline of conditions may be established
by the medical center prior to the start of work and periodically during the construction stage
to determine impact of construction activities on indoor air quality. In addition:
1. The Project Manager and VAMC Infection Control personnel shall review pressure
differential monitoring documentation to verify that pressure differentials in the construction
zone and in the patient-care rooms are appropriate for their settings. The requirement for
negative air pressure in the construction zone shall depend on the location and type of activity.
Upon notification, the contractor shall implement corrective measures to restore proper
pressure differentials as needed.
2. In case of any problem, the medical center, along with assistance from the
contractor, shall conduct an environmental assessment to find and eliminate the source.
D. In general, following preventive measures shall be adopted during construction to keep
down dust and prevent mold.
1. Dampen debris to keep down dust and provide temporary construction partitions in
existing structures where directed by Resident Engineer. Blank off ducts and diffusers to
prevent circulation of dust into occupied areas during construction.
2. Analyze each site during design to determine the effects of blocking HVAC ducts and
their impact on existing air handling systems that must remain operational before initiating a
dust control program. The method of capping ducts shall be dust tight and withstand airflow.
3. Construct anteroom to maintain negative airflow from clean area through anteroom
and into work area where required.
4. High risk patient care areas may require additional measures like air locks, special
signage, smoke and negative pressure alarms.
5. Identify these areas clearly on the drawings and work with Medical Center personnel
to achieve desired level of isolation suited to the scope of risk involved.
6. Do not perform dust- producing tasks within occupied areas without the approval of
the Project Manager. For construction in any areas that will remain jointly occupied by the
medical Center and Contractor s workers, the Contractor shall:
a. Provide dust proof fire-rated temporary drywall construction barriers to
completely separate construction from the operational areas of the hospital in order
to contain dirt debris and dust. Barriers shall be sealed and made presentable on
hospital occupied side. Install a self-closing rated door in a metal frame,
commensurate with the partition, to allow worker access. Maintain negative air at all
times. A fire retardant polystyrene, 6-mil thick or greater plastic barrier meeting local
fire codes may be used where dust control is the only hazard, and an agreement is
reached with the Resident Engineer and Medical Center.
b. HEPA filtration is required where the exhaust dust may reenter the breathing
zone. Contractor shall verify that construction exhaust to exterior is not reintroduced
to the medical center through intake vents, or building openings. Install HEPA (High
Efficiency Particulate Accumulator) filter vacuum system rated at 95% capture of 0.3
microns including pollen, mold spores and dust particles. Insure continuous negative
air pressures occurring within the work area. HEPA filters should have ASHRAE 85 or
other pre-filter to extend the useful life of the HEPA. Provide both primary and
secondary filtrations units. Exhaust hoses shall be heavy duty, flexible steel
reinforced and exhausted so that dust is not reintroduced to the medical center.
c. Adhesive Walk-off/Carpet Walk-off Mats, minimum 24 x 36 , shall be used at all
Interior transitions from the construction area to occupied medical center area.
These mats shall be changed as often as required to maintain clean work areas
directly outside construction area at all times.
d. Vacuum and wet mop all transition areas from construction to the occupied
medical center at the end of each workday. Vacuum shall utilize HEPA filtration.
Maintain surrounding area frequently. Remove debris as they are created. Transport
these outside the construction area in containers with tightly fitting lids.
e. The contractor shall not haul debris through patient-care areas without prior
approval of the Resident Engineer and the Medical Center. When, approved, debris
shall be hauled in enclosed dust proof containers or wrapped in plastic and sealed
with duct tape. No sharp objects should be allowed to cut through the plastic. Wipe
down the exterior of the containers with a damp rag to remove dust. All equipment,
tools, material, etc. transported through occupied areas shall be made free from dust
and moisture by vacuuming and wipe down.
f. Using a HEPA vacuum, clean inside the barrier and vacuum ceiling tile prior to
replacement. Any ceiling access panels opened for investigation beyond sealed areas
shall be sealed immediately when unattended.
g. There shall be no standing water during construction. This includes water in
equipment drip pans and open containers within the construction areas. All
accidental spills must be cleaned up and dried within 12 hours. Remove and dispose
of porous materials that remain damp for more than 72 hours.
h. At completion, remove construction barriers and ceiling protection carefully,
outside of normal work hours. Vacuum and clean all surfaces free of dust after the
removal.
E. Final Cleanup:
1. Upon completion of project, or as work progresses, remove all construction debris
from above ceiling, vertical shafts and utility chases that have been part of the construction.
2. Perform HEPA vacuum cleaning of all surfaces in the construction area. This includes
walls, ceilings, cabinets, furniture (built-in or free standing), partitions, flooring, etc.
1. All new air ducts shall be cleaned prior to final inspection. SPEC WRITER NOTE:
On small projects developed at Medical Center, Engineering Officer may tag
items to be removed and stored, instead of noting such items on drawings or in
specifications.

APPENDIX B
VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR
INCLUSION INTO CONTRACTS, AS APPROPRIATE
1. GENERAL
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be
subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks
as VA and VA personnel regarding information and information system security.
2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
a. A contractor/subcontractor shall request logical (technical) or physical access to VA
information and VA information systems for their employees, subcontractors, and
affiliates only to the extent necessary to perform the services specified in the contract,
agreement, or task order.
b. All contractors, subcontractors, and third-party servicers and associates working with VA
information are subject to the same investigative requirements as those of VA
appointees or employees who have access to the same types of information. The level
and process of background security investigations for contractors must be in accordance
with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The
Office for Operations, Security, and Preparedness is responsible for these policies and
procedures.
c. Contract personnel who require access to national security programs must have a valid
security clearance. National Industrial Security Program (NISP) was established by
Executive Order 12829 to ensure that cleared U.S> defense industry contractor
personnel safeguard the classified information in their possession while performing
work on contracts, programs, bid, or research and development efforts. The
Department of Veterans Affairs does not have a Memorandum of Agreement with
Defense Secretary Service (DSS). Verification of a Security Clearance must be processed
through the Special Security Officer located in the Planning and National Security
Service within the Office of Operations, Security, and Preparedness.
d. Custom software development and outsourced operations must be located in the U.S.
to the maximum extent practical. If such services are proposed to be performed abroad
and are not disallowed by other VA policy or mandates, the contractor/subcontractor
must state where all non-U.S. services are provided and detail a security plan, deemed
to be acceptable by VA, specifically to address mitigation of the resulting problems of
communication, control, data protection, and so forth. Location within the U.S. may be
an evaluation factor.
e. The contractor or subcontractor must notify the Contracting Officer immediately when
an employee working on a VA system or with access to VA information is reassigned or
leaves the contractor or subcontractor s employ. The Contracting Officer must also be
notified immediately by the contractor or subcontractor prior to an unfriendly
termination.

3. VA INFORMATION CUSTODIAL LANGUAGE
a. Information made available to the contractor or subcontractor by VA for the
performance or administration of this contract or information developed by the
contractor/subcontractor in performance or administration of the contract shall be used
only for those purposes and shall not be used in any other way without the prior written
agreement of the VA. This clause expressly limits the contractor/subcontractor s rights
to use data as described in Rights in Data General, FAR 52.227-14(d) (1).
b. VA information should not be co-mingled, if possible, with any other data on the
contractors/subcontractor s information systems or media storage systems in order to
ensure VA requirements related to data protection and media sanitization can be met.
If co-mingling must be allowed to meet the requirements of the business need, the
contractor must ensure that VA s information is returned to the VA or destroyed in
accordance with VA s sanitization requirements. VA reserves the right to conduct onsite
inspections of contractor and subcontractor IT resources to ensure data security
controls, separation of data and job duties, and destruction/media sanitization
procedures are in compliance with VA directive requirements.
c. Prior to terminator or completion of this contract, contractor/subcontractor must not
destroy information received from VA, or gathered/created by the contractor in the
course of performing this contract without prior written approval by the VA. Any data
destruction done on behalf of VA by a contractor/subcontractor must be done in
accordance with National Archives and Records Administration (NARA) requirements as
outlined in VA Directive 6300, Records and Information Management and its Handbook
6300.1 Records Management Procedures, applicable VA Records Control Schedules, and
VA Handbook 6500.1 Electronic Media Sanitization. Self-certification by the contractor
that the data destruction requirements above have been met must be sent to the VA
Contracting Officer within 30 days of termination of the contract.
d. The contractor/subcontractor must receive, gather, store, back up, maintain, use,
dispose of VA information only in compliance with the terms of the contract and
applicable Federal and VA information confidentiality and security laws, regulations and
policies. If Federal or VA information confidentiality and security laws, regulations and
policies become applicable to the VA information or information systems after
execution of the contract, or if NIST issues or updates applicable FIPS or Special
Publications (SP) after execution of this contract, the parties agree to negotiate in good
faith to implement the information confidentiality and security laws, regulations and
policies in this contract.
e. The contractor/subcontractor shall not make copies of VA information except as
authorized and necessary to perform the terms of the agreement or to preserve
electronic information stored on contractor/subcontractor electronic storage media for
restoration in case any electronic equipment or data used by the
contractor/subcontractor needs to be restored to an operating state. If copies are made
for restoration purposes, after the restoration is complete, the copies must be
appropriately destroyed.
f. If VA determines that the contractor has violated any of the information confidentiality,
privacy, and security provisions of the contract, it shall be sufficient grounds for VA to
withhold payment to the contractor or third party or terminate the contract for default
or terminate for cause under Federal Acquisition Regulation (FAR) part 12.
g. If a VHA contract is terminated for cause, the associated BAA must also be terminated
and appropriate actions taken in accordance with VHA Handbook 1600.01, Business
Associate Agreements. Absent an agreement to use or disclose protected health
information, there is no business associate relationship.
h. The contractor/subcontractor must store, transport, or transmit VA sensitive
information in an encrypted form, using VA-approved encryption tools that are, at a
minimum, FIPS 140-2 validated.
i. The contractor/subcontractor s firewall and Web services security controls, if applicable,
shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are
available upon request.
j. Except for uses and disclosures of VA information authorized by this contract for
performance of the contract, the contractor/subcontractor may use and disclose VA
information only in two other situations: (i) in response to a qualifying order of a court
of competent jurisdiction, or (ii) with VA s prior written approval. The
contractor/subcontractor must refer all requests for, demands for production of, or
inquiries about, VA information and information systems to the VA contracting officer
for response.
k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA
records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance
records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining
to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with
human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court
order or other requests for the above mentioned information, that
contractor/subcontractor shall immediately refer such court orders or other requests to
the VA contracting officer for response.
l. For service that involves the storage, generating, transmitting, or exchanging of VA
sensitive information but does not require C&A or an MOU-ISA for system
interconnection, the contractor/subcontractor must complete a Contractor Security
Control Assessment (CSCA) on a yearly basis and provide it to the COR.
4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT
a. Information systems that are designed or developed for on behalf of VA at non-VA
facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA,
NIST, and related VA security and privacy control requirements for Federal information
systems. This includes standards for the protection of electronic PHI, outlined in 45
C.F.R. Part 164, Subpart C, information and system security categorization level
designation in accordance with FIPS 199 and FIPS 200 with implementation of all
baseline security controls commensurate with the FIPS 199 system security
categorization (reference Appendix D of VA Handbook 6500, VA Information Security
Program). During the development cycle a Privacy Impact Assessment (PIA) must be
completed, provided to the COR, and approved by the VA Privacy Service in accordance
with Directive 6507, VA Privacy Impact Assessment.
b. The contractor/subcontractor shall certify to the COR that applications are fully
functional and operate correctly as intended on systems using the VA Federal Desktop
Core Configuration (FDCC), and the common security configuration guidelines provided
by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows
XP and Vista (in Protected Mode on Vista) and future versions, as required.
c. The standard installation, operation, maintenance, updating, and patching of software
shall not alter the configuration settings from the VA approved and FDCC configuration.
Information technology staff must also use the Windows Installer Service for installation
to the default program files directory and silently install and uninstall.
d. Applications designed for normal end users shall run in the standard user context
without elevated system administration privileges.
e. The security controls must be designed, developed, approved by VA, and implemented
in accordance with the provisions of VA security system development life cycle as
outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management
Framework to Federal Information Systems, VA Handbook 6500, Information Security
Program and VA Handbook 6500.5, Incorporating Security and Privacy in System
Development Lifecycle.
f. The contractor/subcontractor is required to design, develop, or operate a System of
Records Notice (SOR) on individuals to accomplish an agency function subject to the
Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C.
552a) and applicable agency regulations. Violation of the Privacy Act may involve the
imposition of criminal and civil penalties.
g. The contractor/subcontractor agrees to:
(1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations
issued under the Act in the design, development, or operation of any system of
records on individuals to accomplish an agency function when the contract
specifically identifies:
a. The Systems of Records (SOR); and
b. The design, development, or operation work that the contractor/subcontractor
is to perform;
i. Include the Privacy Act notification contained in this contract in every
solicitation and resulting subcontract and in every subcontract awarded
without a solicitation, when the work statement in the proposed subcontract
requires the redesign, development, or operation of a SOR on individuals
that is subject to the Privacy Act; and
ii. Include this Privacy Act clause, including this subparagraph (3), in all
subcontracts awarded under this contract which requires the design,
development, or operation of such a SOR.
h. In the event of violations of the Act, a civil action may be brought against the agency
involved when the violation concerns the design, development, or operation of a
SOR on individuals to accomplish an agency function, and criminal penalties may be
imposed upon the officers or employees of the agency when the violation concerns
the operation of SOR on individuals to accomplish an agency function. For purposes
of the ACT, when the contract is for the operation of a SOR on individuals to
accomplish an agency function, the contractor/subcontractor is considered to be an
employee of the agency.
(1) Operation of a System of Records means performance of any of the activities
associated with maintaining the SOR, including the collection, use,
maintenance, and dissemination of records.
(2) Record means any item, collection, or grouping of information about an
individual that is maintained by an agency, including, but not limited to,
education, financial transactions, medical history, and criminal or employment
history and contains the person s name, or identifying number, symbol, or any
other identifying particular assigned to the individual, such as a fingerprint or
voiceprint, or a photograph.
(3) System of Records means a group of any records under the control of any
agency from which information is retrieved by the name of the individual or by
some identifying number, symbol, or other identifying particular assigned to the
individual.
i. The A/E shall ensure the security of all procured or developed systems and
technologies, including their subcomponents (hereinafter referred to as Systems ),
throughout the life of this contract and any extension, warranty, or maintenance
periods. This includes, but is not limited to workarounds, patches, hotfixes,
upgrades, and any physical components (hereafter referred to as Security Fixes)
which may be necessary to fix all security vulnerabilities published or known to the
A/E anywhere in the Systems including Operating Systems and firmware. The A/E
shall ensure that Security Fixes shall not negatively impact the Systems.
j. The A/E shall notify VA within 24 hours of the discovery or disclosure of successful
exploits of the vulnerability which can compromise the security of the Systems
(including the confidentiality or integrity of its data and operations, or the
availability of the system). Such issues shall be remediated as quickly as is practical,
but in no event longer than 7 days.
k. When the Security Fixes involve installing third party patches (such as Microsoft OS
patches or Adobe Acrobat), the A/E will provide written notice to the VA that the
patch has been validated as not affecting the System within 10 working days. When
the A/E is responsible for operations or maintenance of the Systems, they shall apply
the Security Fixes within 7 days.
l. All other vulnerabilities shall be remediated as specified in this paragraph in a timely
manner based on risk, but within 60 days of discovery or disclosure. Exceptions to
this paragraph (e.g. for the convenience of VA) shall only be granted with approval
of the contracting officer and the VA Assistant Secretary for Office of Information
and Technology.
5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE
a. For information systems that are hosted, operated, maintained, or used on behalf of VA
at non-VA facilities, contractors/subcontractors are fully responsible and accountable
for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security
and privacy directives and handbooks. This includes conducting compliant risk
assessments, routine vulnerability scanning, system patching and change management
procedures, and the completion of an acceptable contingency plan for each system. The
contractor s security control procedures must be equivalent, to those procedures used
to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided ot the
COR and approved by VA Privacy Service prior to operational approval. All external
Internet connections to VA s network involving VA information must be reviewed and
approved by VA prior to implementation.
b. Adequate security controls for collecting, processing, transmitting, and storing of
Personally Identifiable Information (PII), as determined by the VA Privacy Service, must
be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use
of the information system, or systems by or on behalf of VA. These security controls are
to be assessed and stated within the PIA and if these controls are determined not to be
in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted
and approved prior to the collection of PII.
c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or
network operations, telecommunications services, or other managed services requires
certification and accreditation (authorization) (C&A) of the contractor s systems in
accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA
OCS Certification Program Office. Government-owned (government facility or
government equipment) contractor-operated systems, third party or business partner
networks require memorandums of understanding and interconnection agreements
(MOU-ISA) which detail what data types are shared, who has access, and the
appropriate level of security controls for all systems connected to VA networks.
d. The contractor/subcontractor s system must adhere to all FISMA, FIPS, and NIST
standards related to the annual FISMA security controls assessment and review and
update the PIA. Any deficiencies noted during this assessment must be provided to the
VA contracting officer and the ISO for entry into VA s POA&M management process.
The contractor/subcontractor must use VA s POA&M process to document planned
remedial actions to address any deficiencies in information security policies, procedures,
and practices, and the completion of those activities. Security deficiencies must be
corrected within the timeframes approved by the government.
Contractor/subcontractor procedures are subject to periodic, unannounced
assessments by VA officials, including the VA Office of Inspector General. The physical
security aspects associated with contractor/subcontractor activities must also be subject
to such assessments. If major changes to the system occur that may affect the privacy
or security of the data or the system, the C&A of the system may need to be reviewed,
retested and re-authorized per VA Handbook 6500.3. This may require reviewing and
updating all of the documentation (PIA, System Security Plan, Contingency Plan). The
Certification Program Office can provide guidance on whether a new C&A would be
necessary.
e. The contractor/subcontractor must conduct an annual self-assessment on all systems
and outsourced services as required. Both hard copy and electronic copies of the
assessment must be provided to the COR. The government reserves the right to
conduct such an assessment using government personnel or another
contractor/subcontractor. The contractor/subcontractor must take appropriate and
timely action (this can be specified in the contract) to correct or mitigate any
weaknesses discovered during such testing, generally at no additional cost.
f. VA prohibits the installation and use of personally-owned or contractor/subcontractor owned
equipment or software on VA s network. If non-VA owned equipment must be
used to fulfill the requirements of a contract, it must be stated in the service agreement,
SOW, or contract. All of the security controls required for government furnished
equipment (GFE) must be utilized in approved or other equipment (OE) and must be
funded by the owner of the equipment. All remote systems must be equipped with, and
use, a VA-approved antivirus (AV) software and a personal (host-based or enclaved
based) firewall that is configured with a VA-approved configuration. Software must be
kept current, including all critical updates and patches. Owners of approved OE are
responsible for providing and maintaining the anti-viral software and the firewall on the
non-VA owned OE.
g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that
is used to store, process, or access VA information must be handled in adherence with
VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination
of the contract or (ii) disposal or return of the IT equipment by the
contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs,
back-up tapes, etc.) used by the contractors/subcontractors that contain VA information
must be returned to the VA for sanitization or destruction or the
contractor/subcontractor must self-certify that the media has been disposed of per
6500.1 requirements. This must be completed within 30 days of termination of the
contract.
h. Bio-Medical devices and other equipment or systems containing media (hard drives,
optical disks, etc.) with VA sensitive information must not be returned to the A/E at the
end of lease, for trade-in, or other purposes. The options are:
(1) A/E must accept the system without the drive;
(2) VA s initial medical device purchase includes a spare drive which must be installed
in place of the original drive at time of turn-in; or
(3) VA must reimburse the company for media at a reasonable open market
replacement cost at time of purchase
(4) Due to the highly specialized and sometimes proprietary hardware and software
associated with medical equipment/systems, if it is not possible for the VA to retain
the hard drive, then;
(a) The equipment A/E must have an existing BAA if the device being traded in has
sensitive information stored on it and hard drive(s) from the system are being
returned physically intact; and
(b) Any fixed hard drive on the device must be non-destructively sanitized to the
greatest extent possible without negatively impacting system operation.
Selective clearing down to patient data folder level is recommended using VA
approved and validated overwriting technologies/methods/tools. Applicable
media sanitization specifications need to be pre-approved and described in the
purchase order or contract.
620-21-205 Montrose River Front Storm Damage Repairs
VA Medical Center FDR Montrose, New York
Page 19 of 21
(c) A statement needs to be signed by the Director (System Owner) that states that
the drive could not be removed and that (a) and (b) controls above are in place
and completed. The ISO needs to maintain the documentation.
6. SECURITY INCIDENT INVESTIGATION
a. The term security incident means an event that has, or could have, resulted in
unauthorized access to, loss or damage to VA assets, or sensitive information, or an
action that breaches VA security procedures. The contractor/subcontractor shall
immediately notify the COR and simultaneously, the designated ISO and Privacy Officer
for the contract of any known or suspected security/privacy incidents, or any
unauthorized disclosures of sensitive information, including that contained in system(s)
to which the contractor/subcontractor has access.
b. To the extent known by the contractor/subcontractor, the contractor/subcontractor s
notice to VA shall identify the information involved, the circumstances surrounding the
incident (including to whom, how, when, and where the VA information or assets were
placed at risk or compromised), and any other information that the
contractor/subcontractor considers relevant.
c. With respect to unsecured protected health information, the business associate is
deemed to have discovered a data breach when the business associate knew or should
have known of a breach of such information. Upon discovery, the business associate
must notify the covered entity of the breach. Notifications need to be made in
accordance with the executed business associate agreement.
d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor
must concurrently report the incident to the appropriate law enforcement entity (or
entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The
contractor, its employees, and its subcontractors and their employees shall cooperate
with VA and any law enforcement authority responsible for the investigation and
prosecution of any possible criminal law violation(s) associated with any incident. The
contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA
information, obtain monetary or other compensation from a third party for damages
arising from any incident, or obtain injunctive relief against any third party arising from,
or related to, the incident.
7. LIQUIDATED DAMAGES FOR DATA BREACH
a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to
sensitive personal information. If so, the contractor is liable to VA for liquidated damages
in the event of a data breach or privacy incident involving any SPI the
contractor/subcontractor processes or maintains under this contract.
b. The contractor/subcontractor shall provide notice to VA of a security incident as set
forth in the Security Incident Investigation section above. Upon such notification, VA
must secure from a non-Department entity or the VA Office of Inspector General an
independent risk analysis of the data breach to determine the level of risk associated with
the data breach for the potential misuse of any sensitive personal information involved in
the data breach. The term data breach means the loss, theft, or other unauthorized
access, or any access other than that incidental to the scope of employment, to data
containing sensitive personal information, in electronic or printed for, that results in the
potential compromise of the confidentiality or integrity of the data. Contractor shall fully
cooperate with the entity performing the risk analysis. Failure to cooperate may be
deemed a material breach and grounds for contract termination.
c. Each risk analysis shall address all relevant information concerning the data breach,
including the following:
(1) Nature of the event (loss, theft, unauthorized access);
(2) Description of the event, including
(a) Date of occurrence
(b) Data elements involved, including any PII, such as full name, social security
number, date of birth, home address, account number, disability code;
(3) Number of individuals affected or potentially affected;
(4) Names of individuals or groups affected or potentially affected;
(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of
the degree of protection for the data, e.g., unencrypted, plain text;
(6) Amount of time the data has been out of VA control;
(7) The likelihood that the sensitive personal information will or has been compromised
(made accessible to and usable by unauthorized persons);
(8) Known misuses of data containing personal information, if any;
(9) Assessment of the potential harm to the affected individuals;
(10) Data Breach analysis as outlined in 6500.2 Handbook, Management of Security
and Privacy Incidents, as appropriate; and
(11) Whether credit protection services may assist record subjects in avoiding or
mitigating the results of identity theft based on the sensitive personal information
that may have been compromised.
d. Based on the determinations of the independent risk analysis, the contractor shall be
responsible for paying to the VA liquidated damages in the amount of $37.50 per affected
individual to cover the cost of providing credit protection services to affected individuals
consisting of the following:
(1) Notification;
(2) One year of credit monitoring services consisting of automatic daily monitoring of at
least 3 relevant credit bureau reports;
(3) Data breach analysis;
(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and
credit freezes, to assist affected individuals to bring matters to resolution;
(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit
records, histories, or financial affairs.
8. SECURITY CONTROLS COMPLIANCE TESTING
On a periodic basis, VA, including the Office of Inspector General, reserves the right to
evaluate any or all of the security controls and privacy practices implemented by the
contractor under the clauses contained within the contract. With 10 working-day s notice,
at the request of the government, the contractor must fully cooperate and assist in a
government-sponsored security controls assessment at each location wherein VA
information is processed or stored, or information systems are developed, operated,
maintained, or used on behalf of VA, including those initiated by the Office of Inspector
General. The government may conduct a security control assessment on shorter notice (to
include unannounced assessments) as determined by VA in the event of a security incident
or at any other time.
9. TRAINING
a. All contractor employees and subcontractor employees requiring access to VA
information and VA information systems shall complete the following before being
granted access to VA information and its systems:
(1) Sign and acknowledge (either manually or electronically) understanding of and
responsibilities for compliance with the Contractor Rules of Behavior, Appendix E
relating to access to VA information and information systems;
(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior
training and annually complete required security training;
(3) Successfully complete the appropriate VA privacy training and annually complete
required privacy training; and
(4) Successfully complete any additional cyber security or privacy training, as required
for VA personnel with equivalent information system access [to be defined by the VA
program official and provided to the contracting officer for inclusion in the
solicitation document e.g., any role-based information security training required in
accordance with NIST Special Publication 800-1 6, Information Technology Security
Training Requirements.]
b. The contractor shall provide to the contracting officer and/or the COR a copy of the
training certificates and certification of signing the Contractor Rules of Behavior for each
applicable employee within 1 week of the initiation of the contract and annually
thereafter, as required.
c. Failure to complete the mandatory annual training and sign the Rules of Behavior
annually, within the timeframe required, is grounds for suspension or termination of all
physical or electronic access privileges and removal from work on the contract until such
time as the training and documents are complete.

Evaluation Process
Award will be made to the best price, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process.
Vendors quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. The Government will award a contract resulting from this solicitation to the responsible vendor whose quote conforming to the solicitation will be most advantageous to the Government, price, past performance, and capabilities. The following factors shall be used to evaluate offers:

1. Price (Follow these instructions):
a. Vendor shall provide a quote for the scheduled drop off dates above. Vendors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards (SCLS) if applicable.

b. Ensure your validation is current in the System for Award Management (SAM)( https://www.sam.gov). Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Offerors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.

2. Capable: The vendors quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Statement of Work in a timely efficient manner.
a. Contractor shall demonstrate their corporate experience and approach to meet all requirements.

b. Contractor shall provide a list of all services included in the price.

c. Contractor shall provide all current and relevant licenses and/or certifications for the State of Massachusetts if applicable.

d. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.

e. Contractor shall state and/or demonstrate their ability to meet all requirements and deliverables stated in this solicitation and Statement of Work. Any additional information to further identify how the company is experienced and capable of performing the requested work is welcome.

3. Veterans Preference Factor (per 852.215-70): The Government will assign evaluation credit for an Offeror (prime contractor) which is a Service-Disabled Veteran-Owned (SDVOSB) or a Veteran-Owned Small Business (VOSB). Non-SDVOSB/VOSB Offerors proposing to use SDVOSBs or VOSBs as subcontractors will receive some consideration under this evaluation Factor.
a. For SDVOSBS/VOSBs: In order to receive credit under this Factor, an Offeror shall submit a statement of compliance that it qualifies as a SDVOSB or VOSB in accordance with VAAR 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors . Offerors are cautioned that they must be registered and verified in Vendor Information Pages (VIP) database (http://www.VetBiz.gov).

i. Verified SDVOSBs will receive a 5% price credit (e.g. if a SDVOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $95.00).

ii. Verified VOSBs will received a 2.5% price credit (e.g. if a VOSB submits an offer of $100.00, it will be evaluated as if it submitted an offer of $97.50).

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

(x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with your offer via the SAM.gov website or a written copy.

(xi) Clause 52.212-4, Contract Terms and Conditions -- Commercial Items, applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998), 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020), 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011), 52.204-13 System for Award Management Maintenance (OCT 2018), 52.204-18 Commercial Government Entity Code Maintenance (AUG 2020), 52.217-9 Option to Extend the Term of the Contract (MAR 2000), 52.228-5 Insurance-Work on a Government Installation (JAN 1997), 52.232-40 Providing Accelerated Payments to Small Business Subcontracting (DEC 2013),

852.212-70 Provisions and Clauses Applicable to VA Acquisitions of Commercial Items (APR 2020)
852.203-70 Commercial Advertising
852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside
852.232-72 Electronic Submissions of Payment Requests
852.233-70 Protest Content/Alternative Dispute Resolution
852.233-71 Alternate Protest Procedure
852.270-1 Representatives of Contracting Officers

852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)

As prescribed in 819.7203(a) insert the following clause:

(a) This solicitation includes 852.219-74, VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside,

(b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement.

(c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs.

(d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause)

852.219-77 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction.

As prescribed in 819.7009(c) insert the following clause:
VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (SEP 2021) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [X] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-74 or VOSBs as set forth in 852.219-11. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. The Contracting Officer may, at their discretion, require the Contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the Contracting Officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed, and returned with the offeror s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].
Printed Name of Signee: _________________________________
Printed Title of Signee: ________________________________
Signature: ______________________________________________
Date: ___________________________________________________
Company Name and Address: _____________________________________________________________________________________
(End of clause)

852.242-71 Administrative Contracting Officer.

As prescribed in 842.271, insert the following clause:

ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

The Contracting Officer reserves the right to designate an Administrative Contracting Officer (ACO) for the purpose of performing certain tasks/duties in the administration of the contract. Such designation will be in writing through an ACO Letter of Delegation and will identify the responsibilities and limitations of the ACO. A copy of the ACO Letter of Delegation shall be furnished to the Contractor. (End of clause)

(xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.203-6, 52.204-10, 52.209-6, 52.219-4, 52.219-8, 52.219-6, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.222-40, 52.222-50, 52.223-18, 52.225-3, 52.225-13, 52.232-33, 52.222-41 (Wage Determination Central Western Massachusetts VAMC Hampshire County WD 2015-4095 (Rev-21), 52.222-42, 52.222-43, 52.222-55, 52.222-62

(xiii) All contract requirement(s) and/or terms and conditions are stated above.

(xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement.

(xv) RFQ questions are due NLT 01/16/2024 at 17:00 PM EST. RFQ responses are due NLT 01/20/2024 at 17:00 PM EST. RFQ responses must be submitted via email with RFQ #36C24124Q0249 in the subject line to: Nathan.Langone@va.gov Hand deliveries shall not be accepted.

(xvi) The POC of this solicitation is Nathan Langone (Nathan.Langone@va.gov)

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