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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 08, 2013 FBO #4397
DOCUMENT

R -- Mail Pre-Sort Services for VA/Hines IT Center (HITC) - Attachment

Notice Date

12/6/2013
 

Notice Type

Attachment
 

NAICS

561499 — All Other Business Support Services
 

Contracting Office

Department of Veterans Affairs;Acquisition Business Service;Office of Acquisition Operations (003B5);425 I St. NW;Washington DC 20001
 

ZIP Code

20001
 

Solicitation Number

VA10114Q0023
 

Response Due

12/13/2013
 

Archive Date

12/28/2013
 

Point of Contact

Romeo Merenov
 

E-Mail Address

2-5473<br
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This combined synopsis/solicitation is issued as a Request for Quotation (RFQ). The RFQ number for this requirement is VA101-14-Q-0023. The solicitation document incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-70. This RFQ is set aside 100% for Service Disabled Veteran Owned Small Business (SDVOSB) concerns. The applicable NAICS code is 561499 and the SBA size standard $14.0M. LIST OF CONTRACT LINE ITEM NUMBERS (INCLUDING OPTIONS): BASE YEAR Item 0001: Presort Services. First class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the PWS and the terms of contract. Estimated 14,400,000 pieces of mail annually (1.2M monthly). Unit Price for monthly quantities 500K-1M: __________ Unit Price for monthly quantities 1M-1.5M: __________ Item 0002: Presort services, excess quantities. First class mail to be processed in accordance with postal regulations. Presort services to be provided for processing up to 2,000,000 pieces of mail, in the event of an unexpected increase in quantities. Services to be used only when necessary and only to the extent required. Unit Price: __________ Item 0003: Special projects. VA Pamphlets for Chapter 30, 32, 35, 1606 & 1607. Estimated 504,000 pieces of mail annually (42K monthly). Unit Price for monthly quantities 10K-30K: __________ Unit Price for monthly quantities 30K-50K: __________ Item 0004: Meter envelopes, flats, packages and certified mail. Estimated 18,000 pieces of mail annually (1,500 monthly). Unit Price for monthly quantities 500-1K: __________ Unit Price for monthly quantities 1K-2K: __________ Item 0005: Miscellaneous services (resealing, re-stamping, transporting materials). Estimated 6,000 annually (500 each monthly). Unit Price for monthly quantities 1-300: __________ Unit Price for monthly quantities 301-600: __________ Item 0006: Process mail with foreign delivery addresses as required by postal service. Estimated 75,000 pieces of mail annually (6,250 monthly). Unit Price for monthly quantities 1-5K: __________ Unit Price for monthly quantities 5-10K: __________ Total (maximum quantities at LOW rates, excluding Item 0002): __________ Total (maximum quantities at HIGH rates, excluding Item 0002): __________ OPTION YEAR 1 Item 1001: Presort services. First class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the PWS and the terms of contract. Estimated 14,400,000 pieces of mail annually (1.2M monthly). Unit Price for monthly quantities 500K-1M: __________ Unit Price for monthly quantities 1M-1.5M: __________ Item 1002: Presort services, excess quantities. First class mail to be processed in accordance with postal regulations. Presort services to be provided for processing up to 2,000,000 pieces of mail, in the event of an unexpected increase in quantities. Services to be used only when necessary and only to the extent required. Unit Price: __________ Item 1003: Special projects. VA pamphlets for ch30, 32, 35, 1606 & 1607. Estimated 504,000 pieces of mail annually (42K monthly). Unit Price for monthly quantities 10K-30K: __________ Unit Price for monthly quantities 30K-50K: __________ Item 1004: Meter envelopes, flats, packages and certified mail. Estimated 18,000 pieces of mail annually (1,500 monthly). Unit Price for monthly quantities 500-1K: __________ Unit Price for monthly quantities 1K-2K: __________ Item 1005: Miscellaneous services (resealing, re-stamping, transporting materials). Estimated 6,000 annually (500 each monthly). Unit Price for monthly quantities 1-300: __________ Unit Price for monthly quantities 301-600: __________ Item 1006: Process mail with foreign delivery addresses as required by postal service. Estimated 75,000 pieces of mail annually (6,250 monthly). Unit Price for monthly quantities 1-5K: __________ Unit Price for monthly quantities 5-10K: __________ Total (maximum quantities at LOW rates, excluding Item 1002): __________ Total (maximum quantities at HIGH rates, excluding Item 1002): __________ OPTION YEAR 2 Item 2001: Presort Services. First class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the PWS and the terms of contract. Estimated 14,400,000 pieces of mail annually (1.2M monthly). Unit Price for monthly quantities 500K-1M: __________ Unit Price for monthly quantities 1M-1.5M: __________ Item 2002: Presort services, excess quantities. First class mail to be processed in accordance with postal regulations. Presort services to be provided for processing up to 2,000,000 pieces of mail, in the event of an unexpected increase in quantities. Services to be used only when necessary and only to the extent required. Unit Price: __________ Item 2003: Special projects. VA pamphlets for ch30, 32, 35, 1606 & 1607. Estimated 504,000 pieces of mail annually (42K monthly). Unit Price for monthly quantities 10K-30K: __________ Unit Price for monthly quantities 30K-50K: __________ Item 2004: Meter envelopes, flats, packages and certified mail. Estimated 18,000 pieces of mail annually (1,500 monthly). Unit Price for monthly quantities 500-1K: __________ Unit Price for monthly quantities 1K-2K: __________ Item 2005: Miscellaneous services (resealing, re-stamping, transporting materials). Estimated 6,000 annually (500 each monthly). Unit Price for monthly quantities 1-300: __________ Unit Price for monthly quantities 301-600: __________ Item 2006: Process mail with foreign delivery addresses as required by postal service. Estimated 75,000 pieces of mail annually (6,250 monthly). Unit Price for monthly quantities 1-5K: __________ Unit Price for monthly quantities 5-10K: __________ Total (maximum quantities at LOW rates, excluding Item 2002): __________ Total (maximum quantities at HIGH rates, excluding Item 2002): __________ OPTION YEAR 3 Item 3001: Presort Services. First class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the PWS and the terms of contract. Estimated 14,400,000 pieces of mail annually (1.2M monthly). Unit Price for monthly quantities 500K-1M: __________ Unit Price for monthly quantities 1M-1.5M: __________ Item 3002: Presort services, excess quantities. First class mail to be processed in accordance with postal regulations. Presort services to be provided for processing up to 2,000,000 pieces of mail, in the event of an unexpected increase in quantities. Services to be used only when necessary and only to the extent required. Unit Price: __________ Item 3003: Special projects. VA pamphlets for ch30, 32, 35, 1606 & 1607. Estimated 504,000 pieces of mail annually (42K monthly). Unit Price for monthly quantities 10K-30K: __________ Unit Price for monthly quantities 30K-50K: __________ Item 3004: Meter envelopes, flats, packages and certified mail. Estimated 18,000 pieces of mail annually (1,500 monthly). Unit Price for monthly quantities 500-1K: __________ Unit Price for monthly quantities 1K-2K: __________ Item 3005: Miscellaneous services (resealing, re-stamping, transporting materials). Estimated 6,000 annually (500 each monthly). Unit Price for monthly quantities 1-300: __________ Unit Price for monthly quantities 301-600: __________ Item 3006: Process mail with foreign delivery addresses as required by postal service. Estimated 75,000 pieces of mail annually (6,250 monthly). Unit Price for monthly quantities 1-5K: __________ Unit Price for monthly quantities 5-10K: __________ Total (maximum quantities at LOW rates, excluding Item 3002): __________ Total (maximum quantities at HIGH rates, excluding Item 3002): __________ OPTION YEAR 4 Item 4001: Presort Services. First class mail to be processed in accordance with postal regulations. Work to be performed in accordance with the PWS and the terms of contract. Estimated 14,400,000 pieces of mail annually (1.2M monthly). Unit Price for monthly quantities 500K-1M: __________ Unit Price for monthly quantities 1M-1.5M: __________ Item 4002: Presort services, excess quantities. First class mail to be processed in accordance with postal regulations. Presort services to be provided for processing up to 2,000,000 pieces of mail, in the event of an unexpected increase in quantities. Services to be used only when necessary and only to the extent required. Unit Price: __________ Item 4003: Special projects. VA pamphlets for ch30, 32, 35, 1606 & 1607. Estimated 504,000 pieces of mail annually (42K monthly). Unit Price for monthly quantities 10K-30K: __________ Unit Price for monthly quantities 30K-50K: __________ Item 4004: Meter envelopes, flats, packages and certified mail. Estimated 18,000 pieces of mail annually (1,500 monthly). Unit Price for monthly quantities 500-1K: __________ Unit Price for monthly quantities 1K-2K: __________ Item 4005: Miscellaneous services (resealing, re-stamping, transporting materials). Estimated 6,000 annually (500 each monthly). Unit Price for monthly quantities 1-300: __________ Unit Price for monthly quantities 301-600: __________ Item 4006: Process mail with foreign delivery addresses as required by postal service. Estimated 75,000 pieces of mail annually (6,250 monthly). Unit Price for monthly quantities 1-5K: __________ Unit Price for monthly quantities 5-10K: __________ Total (maximum quantities at LOW rates, excluding Item 4002): __________ Total (maximum quantities at HIGH rates, excluding Item 4002): __________ GRAND TOTALS: Total for all years (maximum quantities at LOW rates, excluding Item 0002, 1002, 2002, 3002, 4002): __________________________ Total for all years (maximum quantities at HIGH rates, excluding Item 0002, 1002, 2002, 3002, 4002): __________________________ DESCRIPTION OF REQUIREMENTS FOR THE ITEMS TO BE ACQUIRED: See the attached Performance Work Statement (PWS). PERFORMANCE REQUIREMENT STANDARDS, THRESHOLDS, AND METHODS OF SURVEILLANCE 1.PRS 1: Pick up letters for bar-coding, presorting and delivery to the United States Post Office (USPS). PWS Para IV.B.1 a.Standard: Pick up mail a minimum of once per day; mail delivery b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. 2.PRS 2: Computer output is stored at the contractor warehouse in MailTrays prior to its release. Each tray is labeled with the required mail date. PWS paragraph IV.B.2 a.Standard: As released to the contractor, in daily, weekly and monthly cycles. b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. 3.PRS 3: Mail with delivery addresses in Mexico. The contractor handles this mail, pays postage and invoices VA separately from the CAPS account. PWS Para IV.B.4 a.Standard: Process mail a mail a minimum of once per day. b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. 4.PRS 4: Mail with delivery addresses in Canada and International delivery addresses. The contractor handles this mail in accordance with the proposed and approved system in order to achieve the best postage discount available. PWS Para IV.B.5 a.Standard: In accordance with the process approved at the time of the contract award. b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. 5.PRS 5: Special Projects. Process Cost of Living Adjustment (COLA) letters and Eligibility Verification Report (EVR) letters. PWS Para IV.C.1-2 a.Standard: Process mail as-needed, on the same day. b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. 6.PRS 6: Special Projects. Process VA Pamphlets, print postage permit on Pamphlets without postage permit, safeguard the postage information, and seal and tab any unsealed Pamphlets. Provide a separate invoice for the handling of Pamphlets. PWS Para IV.C.3-7 a.Standard: Process mail as-needed, on the same day. b.Threshold: No less than 90% of the picked up mail processed same day; No more than 1 piece of mail lost per month. c.Method of Surveillance: Invoice verification, customer feedback, random facility inspection. DELIVERY SCHEDULE: All services shall be provided at the following: Department of Veterans Affairs Hines Information Technology Center (HITC) 22nd Street, Building 215 Hines, IL 60141-7001 APPLICABLE CONTRACT CLAUSES AND PROVISIONS: 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (SEP 2013) 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (SEP 2013) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note). 52.219-8, Utilization of Small Business Concerns (Jul 2013) (15 U.S.C. 637(d)(2) and (3)). 52.219-13, Notice of Set-Aside of Orders (NOV 2011) (15 U.S.C. 644(r)). 52.219-14, Limitations on Subcontracting (NOV 2011) (15 U.S.C. 637(a)(14)). 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (NOV 2011) (15 U.S.C. 657f). 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor-Cooperation with Authorities and Remedies (MAR 2012) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Feb 1999). 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (SEP 2010) (38 U.S.C. 4212). 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans (SEP 2010) (38 U.S.C. 4212). 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). 52.222-54, Employment Eligibility Verification (JUL 2012). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) 52.225-1, Buy American Act-Supplies (FEB 2009) (41 U.S.C. 10a-10d). 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332). 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.). 52.213-3 NOTICE TO SUPPLIER (APR 1984) 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 52.232-99 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEVIATION) (AUG 2012) 52.232-18 AVAILABILITY OF FUNDS (APR 1984) 52.232-39 UNENFORCEABILITY OF UNAUTHORIZED OBLIGATIONS (JUN 2013) 52.245-1 GOVERNMENT PROPERTY (APR 2012) 52.245-9 USE AND CHARGES (APR 2012) 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) APPLICABLE SOLICITATION CLAUSES OR PROVISIONS : 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS (JUL 2013) 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS (AUG 2013) 52.217-5 EVALUATION OF OPTIONS (JUL 1990) VAAR 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (JAN 2008) VAAR 852.219-11 VA NOTICE OF TOTAL VETERAN-OWNED SMALL BUSINESS SET-ASIDE (DEC 2009) VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) VAAR 852.273-70 LATE OFFERS (JAN 2003) VAAR 852.273-74 AWARD WITHOUT EXCHANGES (JAN 2003) The full text of incorporated clauses is available at the following websites: http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ ADDITIONAL CONTRACT REQUIREMENTS DETERMINED BY THE CONTRACTING OFFICER TO BE NECESSARY FOR THIS ACQUISITION: VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 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 contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security 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 CO 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 on site 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 termination 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 CO within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and 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 CO 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 or 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 designations 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; (1) 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 (2) 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 a 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 anagency 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 vendor 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 vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems. j. The vendor 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 3 days. k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 3 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 CO 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 to 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 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 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. 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 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. 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 vendor at the end of lease, for trade-in, or other purposes. The options are: (1) Vendor 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 vendor 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. (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 disclosure 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 form, 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 sensitive 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 CO for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the CO 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. WAGE DETERMINATION Wage determination WD 05-2167 (Rev. -13), dated 25 June 2013, is applicable to the current requirement. SUBMISSION OF QUOTES, BASIS OF AWARD, AND EVALUATION CRITERIA: The Government intends to award a Firm Fixed Price (FFP), contract a Base Year and four Option Years for mail pre-sorting services at the VA/HITC, Hines, IL. All work shall be completed in accordance with the PWS. The successful offeror will be determined on the Lowest Price Technically Acceptable (LPTA) basis. The Government intends to select one Service Disabled Veteran Owned Small Business (SDVOSB) contractor for award, whose offer is found technically acceptable and provides the lowest price. For partnership or sub-contracting arrangements to be considered for award, the offeror must show, and be able to provide all required supporting information showing, that at least 51% of work will be completed by a SDVOSB concern. The Offeror's proposal shall be submitted electronically, no later than 3:00 PM on 13 December 2013, via email to Romeo.Merenov@va.gov. IT IS THE OFFEROR'S RESPONSIBILITY TO ENSURE THAT ALL CONTENT IS INCLUDED IN THE OFFER AND THAT THE OFFER IS RECEIVED BY THE GOVERNMENT. Offeror's responses shall contain the following: a)The earliest start date; b)Description of capabilities; c)Description of technology and methods utilized; d)A show of at least 3 years of experience with similar projects; e)Price offer; and f)No more than 10 pages total, including all cover pages and indices. The award will be made using the Lowest Price Technically Acceptable (LPTA) approach, with appropriate consideration given to: a)Start date; b)Technical capability; c)Experience; and d)Price. All technically acceptable offerors shall be treated equally except for their prices. The Government will evaluate quotes and make a Technically Acceptable determination based on the evaluation of non-price and price factors. The factors are: a)Factor I. Technical Evaluation of the Technical factor will apply to the following criteria and all areas will have to meet or exceed the requirements of the PWS in order to be considered Acceptable: 1.Understanding of the Problem/Adequacy of Response; 2.Feasibility of Approach; 3.Date of start of services. b)Factor II. Past Performance The Past Performance factor evaluation will assess the relative risks associated with an offeror's likelihood of success in fulfilling the solicitation's requirements as indicated by that offeror's record of past performance in handling contracts of similar type, size, and scope. c)Factor III. Price The Government will evaluate price by considering all price factors, including separately priced items, annual cost, and total cost. The Point of Contact (POC) for this requirement is: Romeo Merenov Contract Specialist 202-632-5473 (office) romeo.merenov@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAOAS/VADC/VA10114Q0023/listing.html)
 

Document(s)

Attachment
 

File Name: VA101-14-Q-0023 VA101-14-Q-0023.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1116876&FileName=VA101-14-Q-0023-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1116876&FileName=VA101-14-Q-0023-000.docx

 

File Name: VA101-14-Q-0023 VA101-14-Q-0023 Performance Work Statement (PWS).docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1116877&FileName=VA101-14-Q-0023-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1116877&FileName=VA101-14-Q-0023-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Department of Veterans Affairs;Hines Information Technology Center (HITC);22nd Street, Building 215;Hines, IL

Zip Code: 60141-7001
 

Record

SN03247147-W 20131208/131206234006-ef52f39a89d9ef74c7af3228b1498e86 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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