Inactive

Scope of Work VA Saint Louis Health Care System This is not a Presolicitation or Solicitation announcement. This is a sources sought notice only. The purpose of this sources sought notice is to gain ... Scope of Work VA Saint Louis Health Care System This is not a Presolicitation or Solicitation announcement. This is a sources sought notice only. The purpose of this sources sought notice is to gain market knowledge of potential small business sources and their size classifications; HUBZone, 8(a), Small Disadvantage Business, Woman Owned Business, Veteran Owned Business, Service Disabled Veteran Owned Business relative to NAICS Code 238290, with a small business size standard not to exceed $22 Million. Responses to this sources sought synopsis will be used by the Government to make appropriate determinations about potential sources only. No solicitation is currently available at this time. After review of the responses to this sources sought announcement a synopsis and/or solicitation announcement may be published at a later time. Responses to this notice shall include company name, address, point of contact, size of business pursuant to North American Industrial Classification Code (NAICS) and must respond to the following questions: 1) Is your business a small business under NAICS code 238290? 2) Does your firm qualify as a small disadvantaged business?  3) If disadvantaged     specify if your firm is certified under Section 8(a) of the Small Business Act? 4) Are you a certified HUBZone firm? 5) Are you a woman-owned or operated business? 6) Are you a certified Service-Disabled Veteran Owned or Veteran Owned business? 7) Is your business a large business? Please provide a capability statement addressing your organization s ability to perform as a prime contractor the work described in the draft SOW (below). Index your firm s capabilities to the tasks in the draft SOWso that your firm s capabilities can be readily assessed. This is not request for proposal and in no way obligates the Government to award any contract.  Please provide responses in writing no later than 8 June 2023 to: lisa.buchanan1@va.gov. Telephone responses will not be accepted. Responses to this sources sought announcement will not be considered as a response to any solicitation, a request to be added to a prospective offerors list, or to receive a copy of any solicitation. No solicitation is currently available at this time PERFORMANCE WORK STATEMENT INSTALLATION OF LOT F BARRIER GATE ARM ST. LOUIS VETERANS HEALTHCARE SYSTEM JOHN COCHRAN DIVISION 1. GENERAL: This is a non-personal services contract to provide service to install a barrier gate arm in lot F at John Cochran VA Medical Center located at 915 N. Grand Blvd. St. Louis, MO 63106. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. Description of Services/Introduction: This service contract requires the furnishing of all labor, material, equipment, supervision, management, tools, transportation, and supplies for the complete removal of existing inoperable Gate Operator and arm and installation of new Barrier Gate Operator (Lift master MAT barrier gate) and Barrier Gate Arm located at the southeast entrance of Lot F at John Cochran VA Medical Center. Also, for installation of (3)3 x 7 preformed loops that will need to be saw-cut into the pavement and sealed with BD loop seal (SC20-50). Installation will include labor to connect to opener and testing for proper operation. 2. BACKGROUND: St. Louis VAMC is an integrated healthcare system comprised of Medical Centers, and many community-based outpatient clinics. Services will be performed at the St. Louis Veterans Affairs Health Care System (VASTLHCS) and may include locations listed below. Any travel costs associated with the provision of services are the responsibility of the contractor. The government reserves the right to modify the contract as needed to add or delete VA Locations. Medical Center Campus: John Cochran Division 915 Grand Blvd, St. Louis, MO 63106 3. PERIOD OF PERFORMANCE: The period of performance for this Contract shall include a one-time service (to be exercised at the Contracting Officers discretion). The period of performance shall commence on 6/1/2023 through 12/31/2023. 4. PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at John Cochran Division 915 N. Grand Blvd. St. Louis, MO 63106 (Parking Lot F) 5. FREQUENCY OF SERVICE(s) PROVIDED: Estimate Only: Location Building Service Frequency John Cochran VA Bldg. 1 Parking Lot F Installation of Barrier Gate Arm One Time 6. PARTS NEEDED FOR INSTALLATION: MFG PART NUMBER PART DESCRIPTION QTY Liftmaster 352010 Liftmaster MAT barrier gate 1.00 LM-MA024 MA024RDOT: Mega-Arm, Barrier,10 , W/ 1 REFLECTIVE-DOTS 1.00 LM-UN201 HEATER F/DC MEGA GATE 1 OPERATOR 1.00 350002 Preformed Loop (installed) 3.00 7. DAYS AND HOURS OF OPERATION: The Contractor is responsible for conducting business, between the hours of 7:00a.m. and 4:00p.m. Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. Federal Observed Holidays: New Year s Day Labor Day Martin Luther King Jr. s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Independence Day Christmas Day 8. PERSONELL POLICY: The Contractor shall assume full responsibility for protection of the personnel furnishing services under this contract. 9. PROTECTION OF GOVERNMENT PROPERTY: During work execution, the Contractor shall take special care to protect Government property including interior and exterior buildings, furniture, walls, baseboards, and other surfaces. Damage resulting from Contractor operations shall be repaired by the Contractor, including painting, refinishing, or replacement (if necessary), at no additional cost to the Government. Contractor shall be responsible to meet all OSHA/Safety requirements in the performance of the work. This shall include but not be limited to taking all the necessary precautions to protect the patients, visitors and/or staff at each location. Contractor shall be held responsible for any injuries and/or damage, which may be caused because of the Contractors failure to adhere to these requirements. 10. QUALITY ASSURANCE PLAN: The ability to successfully provide the number and types of services required over an extended period requires a good Quality Assurance Plan. The required services shall be delivered outside the normal working hours (7:00a.m. 4:00p.m.), while meeting the quality standards required. The Contractor shall identify the methods and procedures to be used to ensure that the quality standards are met for the installation of the barrier gate arm. 11. PROJECT MANAGEMENT: Contractor shall provide a highly qualified project manager with strong support from management as this shall be essential to successfully performing these requirements day to day over an extended period. This plan shall identify the organizational structure proposed to direct these operations. The management team members shall be identified along with a description of qualifications and relative experience. The methods and procedures used to carry out this plan shall be specified, including the problem resolution procedures to be used in the event of service related or personnel problems. The plan shall specify the project manager that shall be designated to meet with the Contracting Officer (CO) or Contracting Officer Representative (COR), at the Government s convenience, for scheduled and impromptu meetings to discuss contractual issues. This requirement is broad and diverse and requires an integrated, involved management approach to deliver these services successfully. 12. HEALTH & SAFETY: Due to the health and safety risks associated with this requirement, the Contractor s methods, procedures, training, and other controls that are proposed must allow the performance of the tasks with no adverse effects from the risk factors. The Health and Safety plan shall demonstrate a good working knowledge of the US DOT, US Occupational Health and Safety (OSHA), State of Missouri Department of Health and other applicable regulations that govern the health and safety risks involved in the handling and shipping of waste material. All tasks with potential health and safety risks shall be identified along with the proposed control measures to ensure minimal exposure to minimize risk. The Contractor agrees that his personnel and equipment are subject to safety inspections by Government personnel while on Federal property. The Contractor shall ensure that all personnel involved in the handling, repackaging, and transportation of the items listed herein shall be trained in general first aid procedures. 13. CAPABILITIES AND RELEVANT CORPORATE EXPERIENCE: The contractor shall describe the abilities of the contractor and any subcontractors to perform this work plus relevant experience. References to current or previous clients to whom similar services were or are being provided shall be included. Experience most relevant to this solicitation would be managing and providing a comprehensive service program, including the required training and compliance services, like this requirement. 14. ADMINISTRATION: Facility Orientation: An initial orientation of the facilities will be conducted by the COR at the start of the contract. The contractor shall be responsible for conducting orientation for new employees thereafter. Accident Reporting: In the event an accident occurs on the Department of Veterans Affairs property or involving Government personnel or property, the contractor shall contact the VA Police immediately. A report shall be provided to the Contracting Officer and COR in writing that shall include the following: (1) the time and date of occurrence; (2) the place of occurrence; (3) a list of personnel directly involved; and (4) a narrative or description of the accident to include chronological order of the accident and circumstances; (5) corrective action to prevent future occurrences. Invoice: Payment will be made upon receipt of a properly prepared, itemized invoice, validated by the COR, and submitted through the Invoice Payment System. A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Itemization of pounds recycled and disposed Dates service performed Location of service performed Total amount due 15. CONTRACTING OFFICER REPRESENTATIVE (COR): Shane Pettis Supervisor Electric Shop VASTLHCS 314-437-5605 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS 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. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. If VA determines that the contractor has violated any of the information confidentiality, privacy, security, and other 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. 4. 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 COTR 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. 5. 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. a. 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. 2. 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) Successfully complete the appropriate VA privacy training and annually complete required privacy training (See below training); and (2) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates 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, 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. 3. ADDITIONAL REQUIREMENTS a. The COR is responsible for coordinating with the Police prior to contractor arrival to identify the names of contractor personnel so that Police can ensure sufficient number of contractor badges are available for issuance prior to beginning work. COR is also responsible for signing out and signing in temporary contractor badges. b. The COR is also responsible for maintaining copies of signed Privacy training for all contractors according to RCS 10-1. c. Any work performed outside of official VA business hours after hours will require escorts. d. Escort duties for un-cleared contractors are strictly limited to government officials, specifically VA employees. At no time are contractors allowed to escort other contractors. The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. Privacy represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal. This document satisfies the basic privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system such as VA Time and Attendance System (VATAS), Computerized Patient Record System (CPRS), Joint Legacy Viewer (JLV), Veterans Health Information Exchange (VHIE), Compensation and Pension Record Interchange (CAPRI). You will find this training outlines your role and responsibility for protecting VA sensitive information (medical, financial, or educational) that you may incidentally or accidentally see or overhear. If you have direct access to VA sensitive information or access to a VA computer system where there is protected health information such as VATAS, CPRS, JLV, VHIE or CAPRI you must take Privacy and HIPAA Focused Training (TMS 10203). VA Privacy and Information Security Awareness and Rules of Behavior (TMS 10176) is always required to use or gain access to a VA computer system or VA sensitive information, whether or not protected health information is included. Both trainings are located within the VA Talent Management System (TMS): https://www.tms.va.gov What is VA Sensitive Information/Data? All Department information and/or data on any storage media or in any form or format, which requires protection due to the risk of harm that could result from inadvertent or deliberate disclosure, alteration, or destruction of the information. The term includes not only information that identifies an individual but also other information whose improper use or disclosure could adversely affect the ability of an agency to accomplish its mission, proprietary information, and records about individuals requiring protection under applicable confidentiality provisions. What is Protected Health Information? The HIPAA Privacy Rule defines protected health information as Individually Identifiable Health Information transmitted or maintained in any form or medium by a covered entity, such as VHA. What is an Incidental Disclosure? An incidental disclosure is one where an individual s information may be disclosed incidentally even though appropriate safeguards are in place. Due to the nature of VA communications and practices, as well as the various environments in which Veterans receive healthcare or other services from VA, the potential exists for a Veteran s protected health information or VA sensitive information to be disclosed incidentally. For example: Ø You overhear a healthcare provider s conversation with another provider or patient even when the conversation is taking place appropriately. Ø You may see limited Veteran information on sign-in sheets or white boards within a treating area of the facility. Ø You may hear a Veteran s name being called out for an appointment or when the Veteran is being transported/escorted to and from an appointment Safeguards You Must Follow To Secure VA Sensitive Information: ü Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely. ü Don t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets. ü Don t take pictures using a personal camera without the permission from the Medical Center Director. ü Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues. ü Do not share VA access cards, keys, or codes to enter the facility. ü Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), VA keys or keypad lock codes to your supervisor or VA police. ü Do not use a VA computer using another VA employee s access and password. ü Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility What are the Six Privacy Laws and Statutes Governing VA? 1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply. 2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual s name or other unique identifier, e.g. Social Security Number. 3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information. 4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses. 5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information. 6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents. What are the Privacy Rules Concerning Use and Disclosure? You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law. How is Privacy Enforced? There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status. Know your VA/VHA Privacy Officer and Information Systems Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information. YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS Employee (Print Name) Date Employee Signature Print Name of Contract Agency, if contractor Print Name of VHA Department/Supervisor/Contracting Officer PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER