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FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 27, 2019 FBO #6545
DOCUMENT

66 -- Ethanol BPA Long Term See Statement of Work for Details - Attachment

Notice Date

10/25/2019
 

Notice Type

Attachment
 

NAICS

339113 — Surgical Appliance and Supplies Manufacturing
 

Contracting Office

Department of Veterans Affairs;VISN 7 Network Contracting Activity;501 Greene Street;Hatcher Building - Suite 2;Augusta GA 30901
 

ZIP Code

30901
 

Solicitation Number

36C24719Q0937
 

Response Due

10/30/2019
 

Archive Date

12/29/2019
 

Point of Contact

Trinika L. Mason
 

Small Business Set-Aside

N/A
 

Description

Please return this source sought information if you are interested and capable of performing the requirement to trinika.mason@va.gov by 4 pm EST, October 30, 2019. SOURCES SOUGHT SYNOPSIS ONLY Ethanol 200 proof for Charlie Norwood VA Medical Center, Augusta GA This is a source sought announcement ONLY and is NOT a request for proposals or quotes. This notice is neither a request for competitive proposal or solicitation of offerors. This notice is to assist the VA in determining sources, reviewing commercial terms and conditions and ensuring a best value to the Government. The attached Statement of Work is draft format and utilized for market research purposes only and seeking possible contractors that can perform the requirement. The purpose of this request is to gain knowledge of potential qualified sources and their size classification (hubzone, 8(a), small, small disadvantage, service disabled veteran owned small business, or large business) relative to NACIS 325120. Size standard is currently 1,000. The Department of Veterans Affair, Network Contracting Office (NCO7), is seeking sources for Ethanol 200 proof for the Charlie Norwood VA Medical Center, Augusta GA. Place of Performance: Charlie Norwood VA Medical Center; 1 Freedom Way, Augusta, GA 30904 In response to this announcement, please provide the information below: Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) FSS/ GSA Contract Holder Yes No FSS/ GSA Contract Number Effective Date / Expiration Date Please indicate if you would utilize a subcontractor in performing the requirement and supply the information below. Yes No The results of this market research will assist in the determination if a set-aside is in the best interest. Please complete this information for EACH sub-contractor. What duties will they perform under this requirement? What percentage of the contract requirement will they perform? Company Name: DUNS Number: Address: Contact Name: Phone No: Email: Business size information Select all that applies: o Small Business o Emerging Small Business o Small Disadvantaged Business o Certified under Section 8(a) of the Small Business Act o HubZone o Woman Owned o Certified Service-Disabled Veteran Owned Small Business (registered in VetBiz.gov) o Veteran Owned Small Business (registered in VetBiz.gov) If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this source sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Please return this source sought information if you are interested and capable of performing the requirement to trinika.mason@va.gov by 4 pm EST, October 30, 2019. STATEMENT OF WORK(SOW) Standing Order Ethanol 200 proof 1. GENERAL: The Contractor shall provide the Histology laboratory of the Charlie Norwood VA Medical Center, Augusta, Georgia, weekly delivery of four one-gallon cases of 200 proof ethanol in accordance with the Statement of Work for the base period of December 1, 2019 through November 30, 2020 with four (4) 1-Year options. 2. BACKGROUND: Charlie Norwood VA Medical Center (CNVAMC) in Augusta, Georgia need 200 proof ethanol are needed to support VA s mission and to provide critical diagnostic preparation of tissue samples to Pathologists, Physicians, etc. In accordance with facility directives related to the reduction in hazardous waste and protection to the environment. Lower purity Ethanol would result in an increase of hazardous waste being generated and have a greater impact to the environment. The request for 200proof Ethanol is important to the CNVAMC Recycling program. 3. PERIOD OF PERFORMANCE: The period of performance will be one (1) base year with four (4) 1-Year options. Base Period: December 1, 2019 through November 30, 2020 Option Yr 1: December 1, 2020 through November 30, 2021 Option Yr 2: December 1, 2021 through November 30, 2022 Option Yr 3: December 1, 2022 through November 30, 2023 Option Yr 4: December 1, 2023 through November 30, 2024 4. PLACE OF PERFORMANCE: Charlie Norwood VA Medical Center, Pathology and Laboratory Medicine Service, Augusta, Georgia. 5. HOURS OF OPERATION: The normal business hours are 8:00 a.m. to 4:30 p.m. Monday through Friday, excluding holidays. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th 6. PERFORMANCE REQUIREMENTS: A. Contractors responsibilities: Vendor is to maintain integrity of 200 proof ethanol during transport to CNVA Medical Center (during summer, winter, spring, and fall seasons). As the medical center mission changes quantity of ethanol demand may change and the vendor is expected to provide additional 200 proof ethanol within two weeks of notification. Shipping cost must be included in the price of media (i.e. FOB = destination). Hazardous materials fee is charged per delivery. Vendor is expected to deliver 1 case (four 1-gallon containers) of 200 proof Ethanol each week Tuesday through Thursdays for the period of the contract. For any items not available due to back order or shortage, vendor shall provide a comparable product within three days of scheduled delivery date at no additional cost to Medical Center. Shortage/back order items must be limited to one item per month. Vendor shall provide all 200-proof ethanol with extended expiration (12 months) dates. Vendor must not send back ordered items in amounts that exceed the ability of safe storage at the CNVAMC facility. Vendor shall maintain integrity of all products during transport and will be required to replace any 200-proof ethanol with short expiration dates. It is expected that Vendor maintains enough stocks on hand to avoid shortages. Failure to provide 200-proof ethanol as specified in the contract shall result in termination of this contract. Account manager of Vendor is expected to visit or contact customer/Lab periodically (quarterly) to assess the service rendered and to prevent any issues with integrity and delivery of supplies. B. Supplies: Vendor is to deliver the below supplies per the delivery schedule which is attached. Specified Reagent 04 355 223 ETHANOL PURE 200PRF 1 GAL 4/CS FOB= Destination. 6. CONTRACT PERFORMANCE MONITORING: The government reserves the right to monitor services in accordance with Performance Based Matrix. Performance Indicators Performance Measure Acceptable Level of Quality Method of Assessment Incentive Dis-incentive Correct product/product integrity Each delivery 100% Labeling check upon delivery Positive Past Performance Rejection of improper product Delivery of volume required each week Within 24 hours of exam 95% Direct Observation and Periodic Inspection Positive Past Performance Reduction in funding 7. INVOICES: Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Reagents/supplies ship date Total amount due Vendor shall submit all pending invoices to OB-10(IPPS) within 30 days after the expiration of the contract. Government intends to close out contracts/PO within 45 days after the expiration of the contract. 8. 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. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS 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. 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). 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 comply with VA directive requirements. 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 Contracting Officer within 30 days of termination of the contract. 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. 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. 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. 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. 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. 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. 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. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. 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. Security Incident Investigation: 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. 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. 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. 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. Liquidated Damages for Data Breach: 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. 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. Each risk analysis shall address all relevant information concerning the data breach, including the following: Nature of the event (loss, theft, unauthorized access); Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; Number of individuals affected or potentially affected; Names of individuals or groups affected or potentially affected; 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; Amount of time the data has been out of VA control; The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); Known misuses of data containing sensitive personal information, if any; Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and 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. 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: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 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-days 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. Training: 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: 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; Successfully complete the VA Privacy and Information Security and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional information security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 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 the training and documents are complete. NARA RECORDS MANAGEMENT LANGUAGE CLAUSE: _____________________________________________________________ NARA RM Language Clause to be included in contracts, as necessary: The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AuVAMC/VAMCCO80220/36C24719Q0937/listing.html)
 

Document(s)

Attachment
 

File Name: 36C24719Q0937 36C24719Q0937.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5201503&FileName=36C24719Q0937-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5201503&FileName=36C24719Q0937-000.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 Veteran Affairs;Charlie Norwood VA Medical Center;One Freedom Way;Augusta, ga

Zip Code: 30901
 

Record

SN05483355-W 20191027/191025230534-bcfec02a73e5f32f35afd806e9b7fbaa (fbodaily.com)
 

Source

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

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