This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs Audie L. Murphy VA Hospital in San Antonio, Texas Pharmacy Service intends to award a contract award for the purchase of Pharmacy Fire Door Replacement. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 332321 with a size standard of 750 Employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 240.00 HR Install door frame and door components LOCAL STOCK NUMBER: INSTALL 0002 16.00 EA DOOR METAL/ WOOD FINISH LOCAL STOCK NUMBER: METAL DOOR 0003 16.00 EA DOOR FRAME LOCAL STOCK NUMBER: FRAME 0004 16.00 EA MOUNTING HARDWARE AND FRAMING SUPPORTS LOCAL STOCK NUMBER: HARDWARE 0005 16.00 EA Door electronics and hardware LOCAL STOCK NUMBER: ELECTRONICS STATEMENT OF WORK (SOW) for PHARMACUTICAL SECURITY FIRE DOOR REPLACEMENTS GENERAL INFORMATION The Department of Veteran Affairs, South Texas Veterans Health Care System (STVHCS), San Antonio, TX is seeking professional services to perform door replacements for fifteen grade 1 fire security door replacements at Audie Murphy, Kerrville medical center, and North Central Federal VA Clinic (NCFC) pharmacies. GENERAL SCOPE The Contractor shall provide all labor, materials, tools, parts, equipment, permits, testing, reports, travel, and supervision required for the installation of fifteen 90 min fire rated security doors with mortis grade 1 locks and powered strikers within the pharmacy locations for Audie Murphy (ALM) (11), Kerrville Medical centers (KD) (3), and NCFC (1). COR AUTHORITY In no event is the Contracting Officer s Representative (COR) empowered to change any of the terms and conditions of the contract. All changes to any section of this contract shall be made only by the Contracting Officer (CO) pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor meets the technical requirements of the contract, and to notify the CO of any deficiencies observed. A Letter of Designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract kickoff meeting or post-award conference setting forth in full the responsibilities and limitations of the COR. 2.0 LOCATION South Texas Veterans Health Care Systems: Audie L. Murphy Medical Center 7400 Merton Minter Boulevard San Antonio, TX 78229-4404 Kerrville VA Medical Center 3600 Memorial Boulevard Kerrville, TX 78028-5768 North Central Federal VA Clinic 17440 Henderson Pass San Antonio, TX 78232-1662 DESCRIPTION The contractor shall provide maintenance on an annual cycle. The following door locations will have mechanical assisted devices to ease operations for the weight of the door. ALM P140 ALM P120 ALM U105 Three doors ALM L031 ALM Pharm Cache Main Entry ALM Pharm Cache 2 ALM D703 ALM D705 ALM C014.1 KD 127 KD 127H KD 127L NCFC 102.2 The Contractor shall be responsible for providing the following: Fire security door Assessment and inspection The vendor shall be responsible for conducting a door assessment and survey for all 15 doors utilizing appropriate NFPA/AAADM certifications Automatic door assessment shall be completed within three (3) weeks of contract award. PERFORMANCE REQUIREMENT Furnish and install 15 new fire security doors capable of withstanding structural loads and thermal movements based on testing manufacturer's standard units in assemblies similar to those indicated for this contract. Mechanically Assisted Device Information: Operating Range: Minus 30 deg F (29 deg C) to 130 deg F (54 deg C). Opening-Force Requirements for Egress Doors: In the event power failure to the operator, swinging automatic entrance doors shall open with a manual force, not to exceed 30 ft-lbs. (133 N) applied at 1 (25 mm) form the latch edge of the door. Break Away Requirements: Automatic door operators shall breakaway with no more than 50 ft-lbs. (222 N) applied at 1 (25 mm) from the latch edge of the door. Door Energy: The kinetic energy of a door in motion shall not exceed 1.25 lbs.-ft (1.69 Nm). Closing Time: Doors shall be field adjusted to close from 90 degrees to 10 degrees in 3 seconds or longer. Doors shall be field adjusted to close from 10 degrees to fully closed in not less than 1.5 seconds. Manual Use: The operator shall function as a manual door closer in the direction of swing with or without electrical power. The operator shall deliver an even, consistent open force across the entire transition from door fully closed to door fully open. System Integration: Contractor shall verify that the automatic door operators function correctly with other systems as required for a complete working system. The electrical interface control shall be compatible with a card reader or keypad operation for the automatic or manual door operators on doors with electric locking. The proper operation shall include a time delay relay to signal automatic door operator to activate only after electric lock system is released. GOVERNMENT FURNISHED ITEMS: The Government will not provide office space and operational facilities for the Contractor. The Contractor shall secure and maintain the necessary office space and other facilities required for the performance of this contract at his/her own expense. Government Furnished Equipment: The Contractor shall furnish all tools and equipment required for the performance of this contract. The Government will not provide tools or equipment to the Contractor. Government Furnished Material: The Government will not provide any materials to the Contractor. Availability of Utilities: The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection (from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work. Utilities specified above will be furnished at no cost to the Contractor. CONTRACTOR FURNISHED ITEMS: Except for the items listed in previous clauses, the Contractor shall provide all facilities, equipment, materials, and services to perform the requirements of this contract. The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repairs services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that existing equipment on which it is to be used; shall be of equal or better quality than original equipment specifications; shall conform to the technical specifications and used in accordance with original design and manufacturer's intent. Items not listed in the technical specifications shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts for current production, parts supplied under this contract shall equal or exceed the updated quality. When disputes arise concerning material, equipment, and components selected for work items already accomplished, the Contractor shall, at no cost to the Government, remove, replace, and/or rework material, equipment, and components so that compliance with the Government's requirements are satisfied. WORK OUTSIDE REGULAR HOURS: Except as may otherwise be specified, all work shall be performed during regular working hours. If the Contractor desires to carry on work on Saturday, Sunday, holidays, or outside regular working hours, he/she must submit application to the CO/COR for approval. MANAGEMENT: The Contractor shall manage the total work effort associated with the operations, maintenance, repair and all other services required herein to assure fully adequate and timely completion of these services. Included in the function are a full range of management duties including, but not limited to scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work in accordance with sound and efficient management practices. Work Control: The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and complete work requirements within the specified time limits and in conformance with the quality standards established here in. Verbal scheduling and status reports shall be provided when requested by the COR. The status of any item of work must be provided within two (2) hours of the inquiry during regular working hours, and within four (4) hours after regular working hours. Work Schedule: The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Records: Cumulative service records shall be kept for each door serviced. A separate record file shall be established and kept up to date for each door. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least fifteen (15) calendar days prior to the start date of the contract. The records shall cover the following work: Preventative Maintenance Inspection and Service (PMIS) work; Inspection, Testing, and Certification work; Door Survey; Service work; Certification of staff conducting work; Quality control reporting; Safety reporting; Invoicing. The Contractor shall include the following data in the appropriate record within two (2) working days from the completion of the associated work items: The date(s) when the service(s) was scheduled, stated and completed. Name of the individual(s) who performed the services. The nature and extent of all service and repair work performed, including: completed PMIS record cards; description of conditions and deficiencies found during any PMIS visits, and deficiencies remaining uncorrected during PMIS visits; work performed during inspections and tests, results of those inspections/test, and disposition of deficiencies found during inspection/test; and description of service work performed, including a brief description of material and parts used (including costs and quantities), and hours of labor expended. Any other information the Contractor chooses to include, in the records, at no additional cost to the Government. All required records shall be made available to the Government for examination and reproduction upon request, and the original records shall be submitted to the COR within five (5) calendar days of expirations of the contract. All required records shall be maintained in a readable, complete, orderly, timely and accurate manner. Work Completion Reports: The Contractor shall submit work completion reports to the COR within two (2) working days after completing each occurrence of service under this contract. These reports shall contain, as a minimum, the information described in items of subparagraphs of the aforementioned "Records" paragraph and as mentioned elsewhere in this PWS, and shall be signed and dated by the Contractor's Representative. Staffing: The contractor shall continuously maintain an adequate staff with suitable management expertise to assure work is scheduled and completed in accordance with these specifications. The Contractor shall maintain an adequate craft work force to complete work in accordance with the time and quality standards specified. INFECTION CONTROL RISK ASSESSMENT (ICRA): The Contractor shall perform A VA Pre-Construction Risk Assessment (PCRA) to identify the minimum requirements for categorizing safety risks and the subsequent level of precautions needed to prevent impact related to Construction, Renovation and Maintenance on patients, employees, and contractors. Per VA ICRA-1.3 December 2024. Scope: Utilizing the SOW, PWS, and supporting drawings when completing the PCRA assessment. Prolonged work that may take longer than a single shift but not exceeding six months. Patients and employees are not to be in the area until activity is completed. Work that creates some noise and vibration due to power tool use. Selective demolition/removal of preexisting floor covering, casework, lay-in ceiling, or other architectural elements that may: disturb asbestos, lead or silica; create the potential for falling objects; create vibration and/or noise in excess of 80 dB(A) in surrounding areas; cause penetrations in fire or smoke barrier Documentation and Inspections: The Contractor will complete the PCRA/ICRA documentation and submit prevention plan for VA approval prior to implementation. Construction inspections will occur on a weekly basis in a random cycle by the Environment Of Care (EOC) committee members. Internal inspections must be conducted by the contractor on a weekly basis at a minimum and documentation must be recorded with project documentation. Files must be provided to CO/COR within 24 hours after inspections are completed. SERVICE WORK: The contractor shall perform service work (service calls) as necessary to determine the cause of system and equipment malfunctions, eliminate the cause(s), and restore the system or equipment to satisfactory working condition. The Contractor shall respond to all service calls. Service Call Reception: Authorized Government representatives will advise the Contractor by phone of all service call requests, received, both during and after regular working hours, as well as the classification of each call based on the definitions provided below. The contractor shall have adequate procedures for receiving and responding to service calls 24 hours per day, including weekends and holidays. A single local or toll free telephone number shall be provided by the Contractor for receipt of all service calls. All telephone calls shall be answered within thirty (30) seconds by an individual fully familiar with the Contract's work control procedures and the terms and conditions of this contract. Calls shall be considered received by the Contractor at the time and date the telephone call is placed. Service Call Classifications: Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply. All service calls shall be covered under this contract unless the required service is a result of abuse or misuse by the Government. Emergency Service Calls: Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel, threaten to damage property, or threaten to disrupt activity operations and/or training missions. Examples include electrical defect which could cause fire or shock, fire or smoke barrier impairment, etc. The Contractor shall provide a technician at the site and on the job ready to service the door within two (2) hours of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall continuously provide services until the emergency situation is addressed. After addressing the emergency condition, any remaining work required to restore safe, continuous and reliable equipment operation shall be performed as a routine service call in accordance with the requirements specified in the follow paragraph. Such follow-up work shall be considered part of the original service call. Normal emergency call-back service times are between the hours of 7:30 AM and 4:30 PM, Monday through Friday, exclusive of Federal Holidays. Services performed during all other times shall be considered to be overtime emergency call-back service. If regular time work must be carried over and contractor wishes to continue to work beyond the Medical Center normal hours of operation, authorization for overtime work must be obtained from the COR or designated representative before proceeding. Any overtime emergency call-back services shall be included in the cost of this contract. Overtime shall not be completed without written approval of the CO prior to beginning work. Routine Service Calls: Service calls shall be classified as routine when the work does not qualify as an emergency call. The contractor shall respond to and begin work on routine service calls within twenty-four (24) hours after receipt of the call. QUALITY ASSURANCE AND SERVICE WORK QUALITY STANDARDS. Maintenance Qualifications: Manufacturer's authorized representative who is trained for installation and maintenance of units required for this contract. Manufacturer Qualifications: A qualified certified inspector with the American Association of Automatic Door Manufacturers (AAADM). Certifications: Automatic door operators replaced as part of the maintenance agreement shall be certified by the manufacturer to meet performance design criteria in accordance with the following standards: ANSI A156.10., A156.13, A156.31 NFPA 80, 101, 103, 252 UL 10C, 325 Listed (Fire Door Operator), 991, 1034 ICBO (UBC Standard 10-1) California Department of Forestry and Fire Protection The contractor shall provide a factory-trained technician to perform installation service and/or affected repairs. Safe job site during progress of work. Clean job site during and after work completion. Unserviceable parts and components removed from Government property unless directed otherwise by the CO/COR. 5.0 HOURS OF OPERATION 5.1. All work shall be performed between the hours of 7:30 AM 4:00 PM Monday through Friday 5.2. Work areas will be restored at the end of each workday. 5.3. Federal Holidays outlined within the Performance Work Statement document. 5.4. At times, due to possible emergency situations, work may be stopped or delayed. 5.5. Emergency callback service hours shall be for emergency services outside of the normal working hours (Monday through Friday 4:00 PM to 7:30 AM; Friday to Monday, 4:00 PM to 7:30 AM, 24/7). 6.0 WRITTEN REPORT REQUIREMENT 6.1. Upon conclusion of performance the under this maintenance contract, the contractor shall provide a written report in excel or word format to the Government, which is intended for the owner (VA Medical Center) to provide documentation or for recordkeeping. The report shall include the following: 7.1.1. Testing certification of doors being installed 7.1.2. The name and signature of the contractors onsite each workday 7.1.3. AAADM certification documentation later displayed on door jam 7.1.4. Inspection Logs 7.1.5. Maintenance scheduled forecast 7.0 GENERAL INFORMATION 7.1. Contractor Personnel: Contractor personnel shall present a neat appearance and uniform. The uniform shall have the prime Contractor s name easily identifiable, affixed thereon in a permanent or semi-permanent manner such as a badge or monogram. Any color combination, as appropriate, may be used for the uniforms if they are distinct from that used by Facilities Management Service (VA Engineering). 8.1.3. Personnel Identification Verification (PIV) Badge issued by the Government must be displayed above the waist while within VA facilities. 8.1.4. Photo Identification Badge issued by the employee s respective employer. 7.2. Key Personnel: Supervisor shall possess the necessary skills and experience to perform the work as identified in this PWS. The Contractor s Staff will include, subcontractors specifically qualified and trained to perform the tasks identified in the PWS. The Contractor will provide an onsite lead Supervisor person in their Key Personnel Staffing during the execution of all work or as directed by this SOW and monitored by the COR. Contractor employees must possess an AAADM certificate unique identification number. 7.2.1. The Contractor shall provide a qualified and experienced Project Manager (PM) for this contract. The Project Manager shall have full authority to act for the Contractor and always serve to carry out all the provisions of the contract. The PM shall oversee and have overall responsibility for the work to be carried out under this contract. 7.2.2. The Contractor s PM s work hours shall coincide with the Medical Center s business hours which are defined as 7:30 AM 4:00 PM, Monday through Friday, with the exceptions of all holidays observed by the Government. The PM or approved responsible alternate, authorized by the COR, will be identified and available for receiving calls 24 hours a day, seven (7) days a week. 7.2.3. The Contractor shall submit within five (5) working days (M-F) after the award of the contract a list of its Key Personnel, PM and an alternate or equally responsible Supervisory person who when approved by the COR shall assume the PM s duties when the primary project manager is absent. The Contractor shall include with the Key Personnel List contact numbers and email addresses for all employees performing services under this contract. 7.2.4. When Staffing changes are made, the Contractor shall comply with updating the Key Personnel List prior to processing for a security badge providing the supporting documentation of a resume and submitting the list to the COR. Any change in lead level Staffing shall require fifteen (15) days notice to the COR. 8.0 CONDUCT 8.1. Conduct: The Contractor s employees shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or possessing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, and any other conduct that interferes or has the potential to interfere with the Contractor s performance of its duties under this contract, shall not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work. 8.1.1. The contractor and its personnel shall review and agree to comply with the Government s Information Security System (ISS), and network policy. 8.1.2. This is a non-smoking facility. This includes e-cigarettes. 8.1.3. Neglect of duties shall not be condoned. This includes sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security. 8.2. Physical Security: The contractor shall safeguard all government property. 8.3. PIV Card Readers: The contractor shall contact the PIV card reader vendor before starting work on a door operator that utilizes it. This is crucial to ensure compatibility, proper integration, and adherence to specific vendor guidelines for installation and maintenance, especially in security-sensitive areas of the Medical Center. 8.3.1. The contractor shall contact the PIV card reader vendor, to receive support from the vendor, if any issues arise during installation, maintenance or operations of door operators. 9.0 CONTRACTOR FURNISHED RESOURCES The Contractor shall furnish all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to fulfill all the requirements and satisfactorily perform all services described in this SOW in a safe, orderly, timely, efficient and workmanlike manner. The contractor shall provide any additional resources. 9.1. PROPERTY AND PERSONNEL PROTECTION: 9.1.1. The contractor shall use clean drop cloths or other suitable covering to fully protect furniture and equipment where work is being performed. 9.1.2. Proper protective signs such as DANGER ACTIVE WORKSITE Etc. to alert other working personnel shall be used. All OSHA guidelines must be followed. 9.1.3. The contractor will leave all work areas in a clean and sanitary condition. Extreme care must be taken to protect all VA equipment and personnel. 9.1.4. The Contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its employees. 9.2. SUPERVISION: 9.2.1. A thoroughly trained and experienced supervisor and door installers will perform all work under the strict supervision of the contractor. 9.3. SAFETY PRECAUTIONS: 9.3.1. The Contractor shall comply with all applicable Federal, State and local legal requirements regarding workers health and safety. The requirements include but are not limited to, those found in Federal and State Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926. Contractor is solely responsible for determining the legal requirements that apply to activities and shall safe and healthful working conditions for its employees. 9.3.2. Contractors shall assume the responsibility to guard against causing of fires and/or explosions and to protect Government Property. 9.3.3. The Contractor shall perform the work in a manner consistent with industry standards and best practices. 9.3.4. No flammable liquids shall be stored or used in the medical center. 9.3.5. The Contractor shall receive from the COR a permit for all cutting, welding, and soldering 24 hours in advance. All permits shall be displayed during all work. 9.3.6. All necessary precautions shall be taken by the contractor to prevent accidental operation of any existing smoke detectors or sprinkler heads. 9.3.7. The Contractor shall comply with an Infection Control Risk Assessment (ICRA) which will be developed with the COTR and the Infection Control Practitioner. Multiple ICRA s may be necessary to address specific risks at various stages of the project and must be approved prior to proceeding on each phase. 9.3.8. Contractor shall also be responsible to work with Facilities Management Service, Safety Department, and Infection Control standards to meet patient care safety at all times. Contractor shall keep all tools and parts in a safe manner and under control at all times. Contractor will meet all OSHA standards for Employee safety. 9.4. MATERIALS AND SUPPLIES: 9.4.1. Materials and Supplies acquired directly from the manufacturer shall be reimbursed at the Contractor s cost with no markup. There shall be no mark up for shipping and handling costs. 9.4.2. Invoices that include reimbursement for materials and supplies must include original invoices as back-up documentation for supplies and materials purchased for all supplies and materials related to remediation projects. 9.5. COMMUNICATION EQUIPMENT: 9.5.1. All Contractor employees assigned at the Medical Center shall have at all times while on the jobsite, portable communication devices with full service to allow immediate two-way communication between the Contractor and/or Government representatives. 9.6. SERVICE VEHICLES: 9.6.1. The Contractor shall provide at a minimum one (1) service vehicle which is equipped, licensed, and insured. The service vehicle may be on site while the Contractor s employees are working at the Medical Center. The service vehicle is required to transport materials and supplies, contractor s employees and tools to various equipment and storage locations. 10.0 HAZARDOUS MATERIAL REPORTING 10.1. The Contractor shall maintain hazardous material inventories and safety data sheets (SDS) for all hazardous materials (as defined in CFR 1910.120, 40 CFR s 355, 370, & 372) to be stored and used on this Medical Center. Hazardous materials must be inventoried when received and at the project s completion. The amounts used shall be maintained for the contract duration. 10.2. Hazardous Materials Inventories, Safety Data Sheets and material quantities used shall be submitted to the Contracting Officer for approval. 10.3. In the event of a spill, Contractor shall immediately notify the Contracting Officer s Representative as well as the Contracting Officer. The Contractor shall be solely responsible for the expense of any cleanup of such spill, and the cleanup shall be in accordance with the applicable provisions of 40 CFR Part 761. 11.0 ENVIRONMENTAL PROTECTION 11.1. To provide for abatement and control of all environmentally hazardous materials arising Inspection activities, the Contractor shall comply with all applicable environmentally hazardous material control and abatement and all applicable as specifically required by state, local, federal, VHA and TJC. 11.2. The Contractor is responsible for daily cleanup of all areas affected by its work. Areas in use or affected shall be returned to condition in which they were turned over or initially found. VA Housekeeping shall not be dispatched for cleaning associated with contractor work. 11.3. The Contractor shall take every precaution in preserving flooring, finishes, equipment, and furniture in areas of work. The Contractor shall repair or replace any damage incurred during its work at their expense. 11.4. Contractor shall use freight elevators for transmission of materials and personnel. Contractors shall take every precaution in preserving the elevators, including the hoist way and lobby doors, interior finishes, and shall conduct all good practices in observing lifting and motor components tolerances. Any damage incurred to any elevator component due to negligence will be repaired at expense of the contractor, within the workday of damage incurred. 11.5. Sub-Contractor Work: 11.5.1. No portion of the work shall be subcontracted without prior written consent of the Contracting Officer (CO). 11.5.2. If the contractor desires to subcontract some part of the specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications and experience of their proposed subcontractor(s). 11.5.3. The contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract. 12.0. PERFORMANCE REQUIREMENT SUMMARY The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. PERFORMANCE OBJECTIVE STANDARD PERFORMANCE THRESHOLD METHOD OF SURVELLIANCE Monthly on-call maintenance services for all doors shall be conducted per the PWS Timely responsiveness Contractor responds within the timeframes noted in contract >95% response time as noted in the contract Periodic Surveillance Repair Frequency Unless attributed to damage from use, excessive repairs on doors may indicate or point to poor maintenance practices. 95% compliance Review of maintenance and inspection documents All documents shall be accurate without error >95% compliance Review of maintenance and inspection documents All documents shall retain appropriate signatures and identification of technicians certifying work. > 95% compliance Review of maintenance and inspection documents Emergency Call Back Responsiveness All calls are answered within timeframes answered under PWS >95% compliance Review of call logs; review of maintenance reports Contractor responds with timeframes noted in PWS >95% compliance Review of call logs; review of maintenance reports 14.0 DELIVERABLES 14.1. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): Shall be delivered as part of the initial contract kickoff and submitted either at the kickoff meeting (one electronic and one hard copy) or emailed to the CO should the meeting be waived - Quality Assurance Surveillance Plan (QASP). 14.2. WORK PLAN: A detailed plan of execution of the SOW and schedule. 14.2. LIST OF PERSONNEL REQUIRING SECURITY BADGING: The Contractor shall provide the COR with a list of employees who will be applying for security badges five (5) days after the contract award date. 14.3. RESUMES OF ALL KEY PERSONNEL: The Contractor shall provide the resumes for all personnel proposed to perform work on this contract for approval five (5) days after the contract award date. 14.4. TELEPHONE, CELL NUMBERS, EMAIL ADDRESSES, SCHEDULES: The Contractor shall identify and provide the COR with a list of names, and telephone numbers of the key personnel who shall be responsible for fulfilling all the requirements of this SOW including their work schedules. 14.5. QUALITY CONTROL PLAN: The Contractor shall, within fifteen (15) days of contract start date, submit a quality control plan that details how the Contractor will ensure all requirements of the contract will be fulfilled. The plan shall include but not be limited to all elements of the quality control program described in the technical proposal that the contractor submitted in response to the Government's solicitation for this contract. 14.6. PREVENTIVE MAINTENANCE PLAN: The Contractor shall, within fifteen (15) days of contract start date, submit a preventive maintenance plan that details how the Contractor will ensure all requirements of the contract will be fulfilled. 14.7. SAFETY PLAN: The Contractor shall, within fifteen (15) days of contract award, submit its own detailed safety and protection plan that shall comply with all safety, environmental protection, property protection and health provisions of the contract. 14.8. SERVICE REPORTS (format): The Contractor shall complete service reports for every service call. 14.9. TESTING AND INSPECTION REPORTS: The Contractor shall, within fourteen (14) days after services are rendered, submit (1) original and two (2) copies, inspection and testing reports. 14.10. COMPANY/TECHNICIAN CERTIFICATION: The Contractor shall, after any work is completed on the system (submitted with service ticket, testing and inspection reports), and prior to contract award furnish to the Government all certifications. 14.11. RECORDS: Cumulative service records shall be kept for this contract by location. A separate record file shall be established and kept up to date for each unit. The Contractor shall submit proposed formats for each of the required records listed below for the COR's approval at least fifteen (15) calendar days prior to the start date of the contract. 15.0 GOVERNMENT FURNISHED RESOURCES 15.1. The Government may, if available, provide parking at no cost to the Contractor for on-site service vehicles at the Medical Center when performing emergent remediation services. The Contractor shall be responsible to the regulations of VHA for driving on the Medical Center premises. 15.2. The Government will not furnish any supplies, material or equipment. 15.3. The Government will pay the cost of utilities (electric, water, etc.) used in the operations and maintenance of the Maintained Systems as reasonable. The Government will not compensate, or will back charge, the Contractor for unreasonable utility charges. 15.4. The Government will provide phone numbers, e-mail, and mailing addresses for the CO, COR and other Key Personnel. 15.5. The government shall inspect all work performed by the contractor. Work performance shall be deemed satisfactory and acceptable to the government when the COR or designee approves and declares the project satisfactory. The government will document all inspections. 16.0 WASTE REMOVAL 16.1. All waste material shall be properly characterized in accordance with the applicable EPA and DEQ solid waste requirements and disposed of in accordance with the respective waste classification results (if needed). 16.2. Material is to be doubled bagged. 17.0 MEETINGS 17.1. CONTRACT AWARD MEETING: The Contractor shall not commence performance on this contract until the Government has conducted a contract kickoff meeting, post-award conference or the COR has advised the Contractor that a kickoff meeting is waived. 17.2. PERFORMANCE EVALUATION MEETINGS: they may be reduced to reports only. 17.3. The Contractor shall provide an administrative service for processing of documents, records, submissions, invoices and receipt of calls from the COR or emails from the COR. 18.0 COMMUNICATION AND COORDINATION 18.1. The Contractor for the duration of the contract shall maintain an effective Communication and Coordination Policy with COR, CO or designee utilizing e-mail, telephones, faxes, cell phones, etc. to ensure performance requirements are satisfied. 18.2. LOST AND FOUND PROPERTY: The Contractor shall immediately turn-in to the Medical Center s Lost and Found Department. Any violations or disregard of the rules, regulations and/or policies may be caused for immediate termination. 18.3. LICENSURE/CERTIFICATIONS: The Contractor shall be licensed by the State of Texas to provide Remediation services specified in this contract. All work shall be performed by certified remediation specialists. Evidence of all required licenses and certifications, shall be provided to the CO and COR after award of the contract. 19.0 INFORMATION SYSTEM HOSTING, OPERATION, MAINT., OR USE 19.1. For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine 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 to the CO/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. 19.2. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII. 19.3. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services require 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. 19.4. The contractor/subcontractor s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA s POA&M management process. The contractor/subcontractor must use VA s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor activities must also be subject to such assessments. If major changes to the system 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 the documentation (PIA, System Security Plan, and Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary. 19.5. The contractor/subcontractor must conduct an annual self-assessment on all systems and outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the CO/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. 19.6. VA prohibits the installation and use of personally owned or contractor/subcontractor owned equipment or software on VA s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE. 19.7. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction, or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract. 20. CONFIDENTIALITY AND NONDISCLOSURE 20.1. It is agreed that: 20.1.1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have-has been generated by the contractor in the performance of this task order is the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 20.1.2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response. 20.1.3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.
