Video programmer support services   3

Amendment to a Previous Combined Solicitation Page 1 of Amendment to a Previous Combined Solicitation Page 3 of 26 Amendment to a Previous Combined Solicitation *= Required Field Amendment to a Previous Combined Solicitation Page 1 of 26 SUBJECT* Video programmer support services GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 44131 SOLICITATION NUMBER* 36C25021Q1095 RESPONSE DATE/TIME/ZONE 09-10-2021 4PM EASTERN TIME, NEW YORK, USA ARCHIVE 30 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE PRODUCT SERVICE CODE* T016 NAICS CODE* 512110 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 POINT OF CONTACT* Harvey J. McGowan harvey.mcgowan@sbcglobal.net PLACE OF PERFORMANCE ADDRESS POSTAL CODE COUNTRY ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION Combined Synopsis/Solicitation Notice Page 5 of 26 Combined Synopsis/Solicitation Notice *= Required Field Combined Synopsis/Solicitation Notice Page 1 of 23 Page 1 of SUBJECT* Video programmer support services GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 44131 SOLICITATION NUMBER* 36C25021Q1095 RESPONSE DATE/TIME/ZONE 09-10-2021 4PM EASTERN TIME, NEW YORK, USA ARCHIVE 30 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE SDVOSBS PRODUCT SERVICE CODE* T016 NAICS CODE* 512110 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300 Independence OH 44131 POINT OF CONTACT* Harvey J. McGowan harvey.mcgowan@va.gov PLACE OF PERFORMANCE ADDRESS Louis Stokes Cleveland VA Medical Center 10701 East Blvd POSTAL CODE 44106-1702 COUNTRY USA ADDITIONAL INFORMATION AGENCY S URL URL DESCRIPTION AGENCY CONTACT S EMAIL ADDRESS EMAIL DESCRIPTION DESCRIPTION VA250-13-R-0622 Page 26 of 59 Page 1 of Page 1 of Page 1 of Page 26 of 26 VA250-13-R-0622 Page 2 of 57 Page 1 of Page 1 of Page 1 of COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information: Video Production Programmer Service Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C25021Q1095 Posted Date: 08/31/2021 Original Response Date: 09/10/2021 Product or Service Code: T016 Set Aside: Service Disable Veteran Owned Small Business NAICS Code: 512110 Contracting Office Address: Network Contracting Office 10 VA Healthcare System serving Ohio, Indiana, and Michigan 6150 Oak Tree Blvd., Suite 300 Independence, OH 44131 This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This is a Service-Disabled Veteran Owned Small Business (SDVOSB) Set Aside. This announcement constitutes the only Solicitation; quotes are being requested and a written Solicitation will not be issued. Solicitation number 36C25021Q1095 is issued as a Request for Quotation (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC Number 2021-06, Dated July 12, 2021. Interested contractors may contact Harvey J. McGowan, via email and should be sent to harvey.mcgowan@va.gov. To receive a government award, the offeror must be currently registered in the System for Award Management (SAM) at www.sam.gov. Offerors are encouraged to go to the SAM database and start the registration process as soon as possible to avoid possible delays should the contractor be selected as a prospective awardee. NAICS and Set-aside: The NAICS is 512110 and the small business size standard is 35 Million. Any firm that is not considered a Small Business (SB) under this NAICS code should not submit a response to this notice. *To receive consideration as a SDVOSB, the firm must be registered and verified in the VIP database at www.vip.vetbiz.gov at the time of submitting quote and at the time of award of contract. Unverified SDVOSB s will not be evaluated. Description of Services: The VHA NCO 1O Louis Stokes Cleveland VA Medical Center serving Northeast Ohio, Medical Media services requires the following services: The LSCVAMC is seeking a VIDEO PRODUCTION PROGRAMMER that can meet or exceed the required specifications. Anticipated contract will be a firm fix price contract with a base period and four (4) option years. Confidentiality of Information In accordance with FAR 52.227-14(b), the contractor shall guarantee strict confidentiality of the information/data that it is provided by the Government during the performance of the contract. The Government has determined that the information/data that the Contractor will be provided during the performance of the contract is of a sensitive nature and cannot be disclosed in any manner. The Contractor, in whole or in part, can only make disclosure of the information/data, after the Contractor receives prior written approval from the Contracting Officer. Whenever the Contractor is uncertain about the proper handling of information/data under the contract, the Contractor shall obtain a written determination from the Contracting Officer. Interested firms responding to this combined synopsis, their quotes must adhere to the following: STATEMENT OF WORK (SOW) 1. Contract Title. Video Production Programmer Service 2. Background. Louis Stokes Veterans Affairs Medical Center (LSVAMC) is seeking for a Vendor to provide up to and not to exceed 2,080 hours yearly, of third-party videography and production services to manage and produce in-house video programs utilizing electronic field production and post-production video editing at the Cleveland VA Medical Center. The Louis Stokes Cleveland VA Medical Center is a Level 1a (the most complex) type of medical facility because of the range of available services. It is a teaching hospital with full-service patient care, blind rehabilitation, short-stay recovery program domiciliary as well as an educational & research center. Effective video productions as well as presentation services are essential for medical staff to promote employee education and provide the means to support relational-based care for our Veterans. This Level 1a facility has grown rapidly with an increased demand to include more complex video productions to provide medical staff with the ability to communicate by utilizing audio as well as video content in real-time with accelerated quality of care processes internally as well as externally for clinical and support services. The contract work required is for an outside on-site Video Production Programmer and additional associated services contract to support Medical Media s program to provide training, education, documentation, and staff event support services. The on-site Video Production Programmer will manage and produce in-house video programs utilizing electronic field production and post-production video editing and additional services at the VA Northeast Ohio Healthcare System (VANOEHS). The additional services will include closed captioning, additional video techs and event equipment rental as needed. 3. Scope. The proposed Vendor will coordinate and provide subject matter expertise in performing video production and video application support for VA Northeast Ohio Healthcare System. The proposed Vendor will be responsible to collaborate with medical media staff members, various employees of the medical center, and both patients and family members to produce a variety of video reproductions for broadcast, based on medical center requests. Contractor will be notified of project needs as they are submitted to medical media through the Cleveland VAMC s work order system and reviewed by the Medical Media Supervisor. The Medical Media Supervisor will establish timeframes in which projects must be completed. A detailed explanation of anticipated project needs is available later in this document. The proposed Vendor will provide their expertise with video production in regard to pre and post video production as well as guidance on strategic video editing initiatives, consulting, design and recommendations for any existing video editing tools and peripheral applications used within the medical center footprint. The proposed Vendor will provide support for the medical media department and will be available for onsite services during standard business hours unless arrangements are made for offsite work. Notification to the Vendor will be made in writing by Healthcare Technology Service no less than three business days (unless emergent services are needed). Upon notification, the Vendor will be required to report to the project location within the agreed upon timeframe. Standard business hours for the medical media department in Health Care Technology Services are defined as 7:30 AM until 4:00PM EST or EDT weekdays. The proposed Vendor may be required to provide support for the medical media department with on-site personnel during off-tour business hours. This will require Health Care Technology Services to give at least a three business days notice (unless emergent services are needed) in writing, or commencing with the assignment of a work order, to the Vendor to schedule resources to support scheduled requests. The Vendor will provide flexible time in scheduling, to accommodate off-tour video requirements. Vendor will schedule the off-tour time with no overtime or additional costs to be incurred by the Government. The off-tour hours will be defined as anytime outside of the standard business hours for the medical media department in Health Care Technology and are defined as 7:30 AM until 4:00PM EST or EDT. Project requirements will not exceed 2,080 hours throughout the course of the contract and will be billed based on the number of hours dedicated to project specific work, with the understanding that multiple projects may be in production at any given point in time and final number of billed hours throughout the 12-month contract may be less than 2,080. The proposed Vendor will complete assignments on VA owned equipment located at 1620 East 105th street, Cleveland, Ohio 44106 whenever possible. Offsite editing will be limited to an as needed basis only. The proposed Vendor will be assigned projects as requests are made through the medical media work order system of record. Request tickets will be closed out within the medical media work order system upon completion of work. Tickets will not be closed until all production, including postproduction, has been completed. Anticipated number of projects and total anticipated billable hours per project group are included below. - Head Shot Presentations (4 hours per project): o Anticipated Number of Projects: 8 o Anticipated Number of Billable Hours: 32 - Multi-Presenter Presentations (8 hours per project): o Anticipated Number of Projects: 12 o Anticipated Number of Billable Hours: 96 - Medical Teaching Short Videos (16 hours per project): o Anticipated Number of Projects: 40 o Anticipated Number of Billable Hours: 640 - Non-Medical Teaching Videos (24 hours per project): o Anticipated Number of Projects: 20 o Anticipated Number of Billable Hours: 480 - Full Short Presentations (36 hours per project): o Anticipated Number of Projects: 13 o Anticipated Number of Billable Hours: 468 Projects are defined as including any or all of the following components: preplanning meetings with customers, storyboarding activities, video recording, video post-production, post-production meetings with customers, editing of video related materials, closed captioning, time coding of videos for review, audio recording, voice over recording, site survey, location staging, setup of lighting, equipment maintenance and troubleshooting. The proposed Vendor will be responsible to review and update user documentation and training materials for current applications supported by medical media department in Health Care Technology Services. The Vendor will also actively participate in updating user documentation and training materials The proposed Vendor will provide limited troubleshooting and maintenance of video production equipment as well as provide limited troubleshooting of video, audio and lighting equipment and perform routine equipment maintenance. Needs for troubleshooting and maintenance will be identified by Healthcare Technology Service and supporting of those needs will be billed accordingly. The proposed Vendor will utilize computer graphics and special effects tools for video post-production in accordance with the program s overall production values and concepts. The Vendor will compress video projects for output distribution, capture recorded video using software and encode media as needed, make video products available in a variety of formats including DVDs and streaming media files and coordinate internal and external duplication services as required. The proposed Vendor will work in collaboration with other clients and production staff to produce a variety of video products for broadcasting, compression output, DVD distribution, webcasting, and video streaming. The proposed Vendor will plan and direct assigned studio productions and oversee operation of a small multi-camera video studio. This includes operation of; a video switcher, a character generator, digital video effects equipment, edit controllers, video cameras, video hard disk recorders, video distribution switchers, and audio mixers. The proposed Vendor will have ability to set up and adjust studio lighting equipment including fixed and portable tungsten and fluorescent fixtures. The Vendor will also be proficient in the use of audio recording equipment including assorted lavaliere, cardioid and shotgun microphones. The proposed Vendor will have the ability as a video production expert to make recommendations to departments for software and equipment purchases. The proposed Vendor must be certified in Avid editing software. It is preferred that the Vendor has been recognized by an external agency for high quality of work and superior performance. The proposed Vendor will be responsible to review, edit, analyze as well as create detailed documentation during the video editing process. The Vendor will be responsible for writing all documentation in clear and well-organized manner. 4. Specific Tasks. Video Production Programmer Coordinate and provide subject matter expertise in performing video production and video application support and services Collaborate with medical media staff members to produce a variety of video reproductions for broadcast, based on medical center requests through appropriate work order system Provide additional video techs, closed captioning services, universal production music, and equipment rental when needed Provide their expertise with video production regarding pre- and post-video production as well as guidance on strategic video editing initiatives, consulting, design and recommendations for any existing video editing tools and peripheral applications used within the medical center footprint Provide support for the medical media department and will be available for onsite services for the duration of the contract during standard business hours Provide support for the medical media department with on-site personnel during off-tour business hours Participate in the medical media work order system of record and will close out trouble tickets within the medical media work order system as well as coordinate and provide video pre- and post-production services during standard business hours Responsible to review and update user documentation and training materials for current applications supported by medical media department at The VA Northeast Ohio Healthcare System Actively participate in updating user documentation and training materials Provide limited troubleshooting and maintenance of video production equipment as well as provide limited troubleshooting of video, audio and lighting equipment and perform routine equipment maintenance Utilize computer graphics and special effects tools for video post-production in accordance with the program s overall production values and concepts Compress video projects for output distribution, capture recorded video using software and encode media as needed, make video products available in a variety of formats including DVDs and streaming media files and coordinate internal and external duplication services as required Work in collaboration with other clients and production staff to produce a variety of video products for broadcasting, compression output, DVD distribution, webcasting, and video streaming Plan and direct assigned studio productions and oversee operation of a small multicamera video studio Operate: a video switcher, a character generator, digital video effects equipment, edit controllers, video cameras, video hard disk recorders, video distribution switchers, and audio mixers The ability to set up and adjust studio lighting equipment including fixed and portable tungsten and fluorescent, and LED fixtures. Proficient in the use of audio recording equipment including assorted lavaliere, cardioid and shotgun microphones The ability as a video production expert to make recommendations to departments for software and equipment purchases Responsible to review, edit, analyze as well as create detailed documentation during the video editing process Responsible for writing all documentation in clear and well-organized manner Additional Video Production Programmer Techs will be provided on a per project basis as needed at current market rates unless market rates change and are agreed upon in advance with the VA Closed Captioning services will be provided on a per project basis as needed at current market rates Video Equipment Rentals will be provided on a per project basis as needed for support with video production projects Provide services at the medical media department at The VA Northeast Ohio Healthcare System 10701 East Boulevard, Cleveland, Ohio 44106 Provide services at Cleveland VAMC Admin Building 1650 1620 East 105th Street, Cleveland OH 44106 Provide services at Akron CBOC, 55 East Waterloo Rd, Akron OH 44319 Provide services at Canton CBOC, 733 Market Ave S, Canton OH 44702 Provide services at East Liverpool CBOC 15655 St Route 170 Suite A, Calcutta OH 43920 Provide services at Lorain CBOC, 205 West 20th St, Lorain, OH 44502 Provide services at Mansfield CBOC, 1025 South Trimble Rd, Mansfield OH 44052 Provide services at McCafferty CBOC, 4242 Lorain Ave, Cleveland OH 44113 Provide services at New Philadelphia CBOC, 1260 Monroe St, New Philadelphia OH 44663 Provide services at Painesville CBOC, 7 W Jackson St, Painesville OH 44077 Provide services at Painesville (MH) CBOC, 54 N State St, Painesville OH 44077 Provide services at Parma CBOC, 8787 Brookpark Rd, Parma OH 44109 Provide services at Ravenna CBOC, 6751 North Chestnut St, Ravenna OH 44266 Provide services at Sandusky CBOC, 3416 Columbus Ave, Sandusky OH 44870 Provide services at Warren CBOC, 1460 Tod Ave NW, Warren OH 44485 Provide services at Wooster CBOC, 124 North Walnut St, Wooster OH 44691 Provide services at Youngstown CBOC, 1815 Belmont Ave, Youngstown, OH 44505 Provide services at Akron Resource & Referral Center (CRRC), 111 E Voris St, Akron OH 44311 Provide services at Cleveland Dialysis/Resource & Referral Center (CRRC), 7000 Euclid Ave, Cleveland OH 44103 Provide services at East Side Vet Center, 5310 1 2 Warrensville Rd, Maple Hts. OH 44137 Provide services at Stark County Vet Center, 601 Cleveland Ave Ste C, Canton OH 44702 Provide services at Summit County Vet Center, 1060 E Waterloo Rd, Akron OH 44311 Provide services at Surgical Center, 9001Superior Ave, Cleveland OH 44106 Provide services at Transit Residential (TR) House, 9401 Lorain Ave, Cleveland OH 44102 Provide services at West Side Vet Center, 5700 Pearl Rd Ste 102, Parma OH 44129 26 5. Performance Monitoring The COR will work with the awarded Vendor and the medical center audio visual production specialist will verify video production programmer service contract. 6. Risk Control N/A 7. Place of Performance. VAMC Cleveland, MEDICAL MEDIA SERVICE 8. Period of Performance. BASE YEAR: 10/01/2021-09/30/2022 OPTION YEAR ONE: 10/01/2022-09/30/2023 OPTION YEAR TWO: 10/01/2023-09/30/2024 OPTION YEAR THREE: 10/01/2024-09/30/2025 OPTION YEAR FOUR: 10/01/2025-09/30/2026 9. Delivery Schedule. Within 30 days or less after awarding contract. DELIVERABLES COST BREAKDOWN FOR BASE YEAR SERVICE CONTRACT: 50 WEEKS/ YEAR (ALLOWING 2 WEEKS SET TIME FOR HOLIDAYS AND VACATIONS) 40 HOURS OF CONTRACTED WORK PER WEEK 500 HOURS PER QUARTER 2000 HOURS OF CONTRACTED WORK PER YEAR **All labor, overhead and travel will be included under the contract BILLING AND PAYMENT SCHEDULE: Invoicing will take place on a weekly basis. QUOTE ACCEPTANCE: Changes to this quote may be made upon agreement. Major changes will be incorporated in a revised quote. BASE YEAR: 1 OCTOBER 2021 30 SEPTEMBER 2022 CLIN Description Est Qty Unit Unit Price Total 0001 On-Site Video Production Programmer 2080 HR 0002 On-Site Video Tech 600 HR 0003 Closed Captioning & Universal Production Music Service 5000 Per Minute 0004 Video Equipment Rental 10 EA OPTION YEAR ONE: 1 OCTOBER 2022 30 SEPTEMBER 2023 CLIN Description Est Qty Unit Unit Price Total 1001 On-Site Video Production Programmer 2080 HR 1002 On-Site Video Tech 600 HR 1003 Closed Captioning & Universal Production Music Service 5000 Per Minute 1004 Video Equipment Rental 10 EA OPTION YEAR TWO: 1 OCTOBER 2023 30 SEPTEMBER 2024 CLIN Description Est Qty Unit Unit Price Total 2001 On-Site Video Production Programmer 2080 HR 2002 On-Site Video Tech 600 HR 2003 Closed Captioning & Universal Production Music Service 5000 Per Minute 2004 Video Equipment Rental 10 EA OPTION YEAR THREE: 1 OCTOBER 2024 30 SEPTEMBER 2025 CLIN Description Est Qty Unit Unit Price Total 3001 On-Site Video Production Programmer 2080 HR 3002 On-Site Video Tech 600 HR 3003 Closed Captioning & Universal Production Music Service 5000 Per Minute 3004 Video Equipment Rental 10 EA OPTION YEAR FOUR: 1 OCTOBER 2025 30 SEPTEMBER 2026 CLIN Description Est Qty Unit Unit Price Total 4001 On-Site Video Production Programmer 2080 HR 4002 On-Site Video Tech 600 HR 4003 Closed Captioning & Universal Production Music Service 5000 Per Minute 4004 Video Equipment Rental 10 EA GRAND TOTAL (Base plus Options): $____________________ 1. Technical Statement. (a) Demonstrating relevant experience, skills, and ability to fulfill the Government's requirements for the above. The quote in its technical statement should contain enough details for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages. (b) The technical statement must identify the responder's business type and size. (c) The technical statement must provide company name and address, point of contact, phone/fax/email and NAICS Code(s). (d) All quotes/technical statements must be submitted electronically no later than 4:00pm eastern standard time on Friday, September 10, 2021 to Contracting Officer Harvey McGowan, harvey.mcgowan@va.gov. 2. Contract Title. VIDEO PRODUCTION PROGRAMMER. The following contract clauses apply to this acquisition: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018) [Insert a statement regarding any addenda to FAR 52.212-4] Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order. List all clauses incorporated by reference in numeric order under 52.252-2 (see below), starting first with FAR and followed by VAAR. 52.252-2 Clauses Incorporated by Reference (FEB 1998) http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) 52.203-16 Preventing Personal Conflicts of Interest (DEC 2011) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014) 52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.216-22 Indefinite Quantity 52.219-14 Limitations on Subcontracting (MAR 2020) (a) This clause does not apply to the unrestricted portion of a partial set-aside. (b) Applicability. This clause applies only to 1) Contracts that have been set aside for small business concerns or 8(a) participants; (2) Part or parts of a multiple-award contract that have been set aside for small business concerns or 8(a) participants; (3) Orders set aside for small business concerns or 8(a) participants under multiple-award contracts as described in 8.405-5 and 16.505(b)(2)(i)(F); and (4) Orders issued directly to small business concerns or 8(a) participants under multiple-award contracts as described in 19.504(c)(1)(ii). (c) Limitations on subcontracting. By submission of an offer and execution of a contract, the Contractor agrees that in performance of the contract in the case of a contract for (1) Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. (2) supplies (other than Procurement from a nonmanufacturer of such supplies). The concern shall perform work for at least 50 percent of the cost of manufacturing the supplies, not including the cost of materials. (3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees. (4) construction by special trade contractors. The concern will perform at least 25 percent of the cost of the contract, not including the cost of materials, with its own employees. (d) The Contractor shall comply with the limitations on subcontracting as follows: (1) For contracts, in accordance with paragraph (b)(1) and (2) of this clause [contracting officer check as appropriate.] By the end of the base term of the contract and then by the end of each subsequent option period; or By the end of the performance period for each order issued under the contract. (2) For orders, in accordance with paragraphs (b)(3) and (4) of this clause, by the end of the performance period for the order. (End of clause) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013) 52.237-3 Continuity of Services (JAN 1991) 852.203-70 Commercial advertising 852.219-76 Subcontracting Plans Monitoring and Compliance (JUL 2019) (DEVIATION) (a) This solicitation includes FAR 52.219-9, Small Business Subcontracting Plan, and VAAR 852.219-9, VA Small Business Subcontracting Plan Minimum Requirement. (b) Accordingly, any contract resulting from this solicitation will include these clauses. The Contractor is advised in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) to assist in assessing the Contractor s compliance with the plan, including reviewing the Contractor s accomplishments in achieving the subcontracting goals in the plan. To that end, the support contractor(s) may require access to the Contractor s business records or other proprietary data to review such business records regarding the Contractor s compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor compliance with the subcontracting plan. (End of clause) 852.232-72 Electronic submission of payment requests. 852.237-74 Non-Discrimination in Service Delivery. 852.246-71 Rejected Goods. 852.247-73 Packing for Domestic Shipment. 52.216-18 Ordering. As prescribed in 16.506(a), insert the following clause: Ordering (Oct 1995) (a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 04/01/2021 through 03/31/2026. (b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control. (c) If mailed, a delivery order or task order is considered issued when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule. (End of clause) 52.216-19 Order Limitations. As prescribed in 16.506(b), insert a clause substantially the same as follows: Order Limitations (Oct 1995) (a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $25.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract. (b) Maximum order. The Contractor is not obligated to honor- (1) Any order for a single item in excess of $250,000.00 (2) Any order for a combination of items in excess of $250,000.00 or (3)A series of orders from the same ordering office within 15 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section. (c)If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section. (d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 2 days after issuance, with written notice stating the Contractor s intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source. (End of clause) 52.217-7 Option for Increased Quantity-Separately Priced Line Item. As prescribed in 17.208(e), insert a clause substantially the same as the following: Option for Increased Quantity-Separately Priced Line Item (Mar 1989) The Government may require the delivery of the numbered line item, identified in the Schedule as an option item, in the quantity and at the price stated in the Schedule. The Contracting Officer may exercise the option by written notice to the Contractor within [insert in the clause the period in which the Contracting Officer must exercise the option]. Delivery of added items shall continue at the same rate that like items are called for under the contract, unless the parties otherwise agree. (End of clause) 52.217-8 Option to Extend Service (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000). (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b)If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 Years. (End of clause) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) (DEVIATION) (a) This solicitation includes VAAR 852.219-10, VA Notice of Total Veteran-Owned Small Business Set-Aside (b) Accordingly, any contract resulting from this solicitation is subject to the limitation on subcontracting requirements in 13 CFR 125.6. The Contractor is advised that in performing contract administration functions, the Contracting Officer may use the services of a support contractor(s) retained by VA to assist in assessing the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to Contractor s offices where the Contractor s business records, or other proprietary data are retained and to review such business records regarding the Contractor s compliance with this requirement. (c) All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the Contractor s business records or other proprietary data reviewed or obtained in the course of assisting the Contracting Officer in assessing the Contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. (d) Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the Contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The Contractor is required to cooperate fully and make available any records as may be required to enable the Contracting Officer to assess the Contractor s compliance with the limitations on subcontracting or percentage of work performance requirement. (End of clause) 852.247-71 Delivery Location (OCT 2018) Shipment of deliverable items, other than reports, shall be to: the designated VAMC, Address is in the Statement of Work. (End of clause) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JAN 2021) The following subparagraphs of FAR 52.212-5 are applicable: (a) 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: (1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E. Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)). (2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kapersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115-91). (3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Aug 2019) Section 889(a)(1)(A) of Pub. L. 115-232). (4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015). (5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78) (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (4) 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (Oct 2018) (Pub. L. 109-282) (31 U.S.C. 6101 note). (8) 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (Oct 2015) (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644). (16) 52.219-8, Utilization of Small Business Concerns (Oct 2018) (17)(i) 52.219-9, Small Business Subcontracting Plan (Aug 2018) (19) 52.219-14, Limitations on Subcontracting (Jan 2017) (20) 52.219-16, Liquidated Damages Subcontracting Plan (Jan 1999) 22) 52.219-28, Post Award Small Business Program Representation (Jul 2013) (26) 52.222-19, Child Labor--Cooperation with Authorities and Remedies (JAN 2020, 2019) (27) 52.222-21, Prohibition of Segregated Facilities (Apr 2015) (28)(i) 52.222-26, Equal Opportunity (Sept 2016) (E.O. 11246) (29)(i) 52.222-35, Equal Opportunity for Veterans (Oct 2015) (30) (i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (31) 52.222-37, Employment Reports on Veterans (Feb 2016) (38 U.S.C. 4212). (32) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496) (33)(i) 52.222-50, Combating Trafficking in Persons (Jan 2019) (34) 52.222-54, Employment Eligibility Verification (Oct 2015). (42) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513) (45)(i) 52.224-3, Privacy Training (Jan 2017) (5 U.S.C. 552a). (47)(i) 52.225-3, Buy American--Free Trade Agreements--Israeli Trade Act (May 2014) (51) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (52) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (55) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (56) 52.232-34, Payment by Electronic Funds Transfer--Other than System for Award Management (Jul 2013) (59) 52.242-5, Payments to Small Business Subcontractors (Jan 2017) FAR PROVISIONS: The following solicitation provisions apply to this acquisition: 52.212-2 Evaluation-Commercial Items. As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows: Evaluation-Commercial Items (Oct 2014) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1 Technical Technical quotes will be rated either acceptable or unacceptable. Technical Qualifications 1.1 Quotes will be considered only from Offerors regularly established in the business called for, and who are financially responsible and have the necessary equipment and personnel to furnish the services required under the contract. The Veterans Affairs Medical Center reserves the right to reject the quote of any offeror if, in the opinion of the VAMC, the firm does not meet the above qualifications. 1.2. Company Experience and Demonstrated Capability 1.2.1 Specific Related Experience: Number of years in providing video production producer programmer services. 1.2.2 Management Plan: Ability of the firm to meet contract response and delivery time. 1.2.3 Training/educational records must be included in all quotes. NOTE: This training/educational information must be included with your offer to be determined qualified for this contract. If they are not included, your offer may not be considered for award. 1.3 The merits of each quote shall be carefully evaluated in terms of the requirements and in relation to the established evaluation criteria. The evaluation shall take into consideration the technical and administrative capabilities of the Offerors in relation to the needs of the VAMC. 1.4 In summary, information should be provided which will demonstrate that the offeror understanding how they intend to manage tasks that may be called for under this contract. 2 Price Price quotes will be evaluated and ranked according to price, from lowest to highest. Price will not be evaluated other than to ensure price reasonableness and determine availability of funds. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Fair and reasonable pricing shall be determined by comparing the proposed prices to the Independent Government Cost Estimate, current contract pricing, and the quotes received from other offerors. This evaluation shall be done by Lowest Price Technically Acceptable (LPTA) analysis under Simplified Acquisition Procedures. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) 52.212-3 Offeror Representations and Certifications-Commercial Items (DEC 2019) All quoters shall submit the following: One copy of Quotation by email to Harvey.mcgowan@va.gov. This is an open-market combined synopsis/solicitation for Dental Lab Services. The government intends to award a Firm Fixed Price Contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoter shall list exception(s) and rationale for the exception(s). Submission shall be received not later than September 10, 2021 via emailed to Harvey.mcgowan@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Email quotes will be accepted. Faxed and mailed quotes will not be accepted. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer, Harvey J. McGowan at Harvey.mcgowan@va.gov. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) 52.209-7 Information Regarding Responsibility Matters (OCT 2018) 52.217-4 Evaluation of Options Exercised at Time of Contract Award (JUNE 1988) 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan (MAR 2015) 52.216-1 Type of Contract (Apr 1984) The Government contemplates award of a Firm Fix Price contract resulting from this solicitation. (End of provision) 52.232-38 Submission of Electronic Funds Transfer Information with Offer (Jul 2013) The offeror shall provide, with its offer, the following information that is required to make payment by electronic funds transfer (EFT) under any contract that results from this solicitation. This submission satisfies the requirement to provide EFT information under paragraphs (b)(1) and (j) of the clause at 52.232-34, Payment by Electronic Funds Transfer-Other than System for Award Management. (1) The solicitation number (or other procurement identification number). (2) The offeror s name and remittance address, as stated in the offer. (3) The signature (manual or electronic, as appropriate), title, and telephone number of the offeror s official authorized to provide this information. (4) The name, address, and 9-digit Routing Transit Number of the offeror s financial agent. (5) The offeror s account number and the type of account (checking, savings, or lockbox). (6) If applicable, the Fedwire Transfer System telegraphic abbreviation of the offeror s financial agent. (7)If applicable, the offeror shall also provide the name, address, telegraphic abbreviation, and 9-digit Routing Transit Number of the correspondent financial institution receiving the wire transfer payment if the offeror s financial agent is not directly on-line to the Fedwire and, therefore, not the receiver of the wire transfer payment. (End of provision) 52.233-2 SERVICE OF PROTEST (Sept 2006) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from: Contracting Officer/Harvey J. McGowan NCO 10 6150 Oak Tree Blvd, Independence, OH 44131. (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO. (End of provision) 852.209-70 ORGANIZATIONAL CONFLICTS OF INTEREST (JAN 2008) (a) It is in the best interest of the Government to avoid situations which might create an organizational conflict of interest or where the offeror s performance of work under the contract may provide the contractor with an unfair competitive advantage. The term organizational conflict of interest means that because of other activities or relationships with other persons, a person is unable to render impartial assistance or advice to the Government, or the person s objectivity in performing the contract work is or might be otherwise impaired, or the person has an unfair competitive advantage. (b) The offeror shall provide a statement with its offer which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided under this solicitation. The offeror shall also provide statements with its offer containing the same information for any consultants and subcontractors identified in its proposal and which will provide services under the solicitation. The offeror may also provide relevant facts that show how its organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. (c) Based on this information and any other information solicited or obtained by the contracting officer, the contracting officer may determine that an organizational conflict of interest exists which would warrant disqualifying the contractor for award of the contract unless the organizational conflict of interest can be mitigated to the contracting officer's satisfaction by negotiating terms and conditions of the contract to that effect. If the conflict of interest cannot be mitigated and if the contracting officer finds that it is in the best interest of the United States to award the contract, the contracting officer shall request a waiver in accordance with FAR 9.503 and 48 CFR 809.503. (d) Nondisclosure or misrepresentation of actual or potential organizational conflicts of interest at the time of the offer or arising as a result of a modification to the contract, may result in the termination of the contract at no expense to the Government. (End of provision) 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018) (a) Any protest filed by an interested party shall (1) Include the name, address, fax number, and telephone number of the protester; (2) Identify the solicitation and/or contract number; (3) Include an original signed by the protester or the protester's representative and at least one copy; (4) Set forth a detailed statement of the legal and factual grounds of the protest, including a description of resulting prejudice to the protester, and provide copies of relevant documents; (5) Specifically request a ruling of the individual upon whom the protest is served; (6) State the form of relief requested; and (7) Provide all information establishing the timeliness of the protest. (b) Failure to comply with the above may result in dismissal of the protest without further consideration. (c) Bidders/offerors and Contracting Officers are encouraged to use alternative dispute resolution (ADR) procedures to resolve protests at any stage in the protest process. If ADR is used, the Department of Veterans Affairs will not furnish any documentation in an ADR proceeding beyond what is allowed by the Federal Acquisition Regulation. (End of provision) 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018) (a) As an alternative to filing a protest with the Contracting Officer, an interested party may file a protest by mail or electronically with: Executive Director, Office of Acquisition and Logistics, Risk Management and Compliance Service (003A2C), Department of Veterans Affairs, 810 Vermont Avenue, NW, Washington, DC 20420 or Email: EDProtests@va.gov. (b) The protest will not be considered if the interested party has a protest on the same or similar issue(s) pending with the Contracting Officer. (End of provision) NOTE: If the below acknowledgement is not received with your quote, your quote may be reviewed as unresponsive. VHA Directive 1193 Coronavirus Disease 2019 Vaccination Program for VHA Health Care Personnel, Effective August 13, 2021 The following information is to inform your company of the new VHA Directive 1193 Coronavirus Disease 2019 Vaccination Program for VHA Health Care Personnel and the requirement for your healthcare personnel employees to comply with the requirements in the Directive. In accordance with VHA Directive 1193, it is VHA s policy that VA medical facilities will implement a mandatory COVID-19 vaccination program by requiring all VHA Health Care Personnel (HCP) to receive a COVID-19 vaccination or obtain an exemption for medical or religious reasons. Please note that contractor personnel are included in VHA s definition of a HCP (see definition below). Definition of HCP: Healthcare personnel (HCP) refers to all paid and unpaid persons who work in or travel to VHA locations who have the potential for direct or indirect exposure to patients or infectious materials, including body substances (e.g., blood, tissue, and specific body fluids); contaminated medical supplies, devices, and equipment; contaminated environmental surfaces; or contaminated air. These HCP may include, but are not limited to, emergency medical service personnel, nurses, nursing assistants, physicians, technicians, therapists, phlebotomists, pharmacists, health professions trainees (HPTs), contractor personnel, and persons (e.g., clerical, dietary, environmental services, laundry, security, maintenance, engineering and facilities management, administrative, billing, and volunteer personnel) not directly involved in patient care but potentially exposed to infectious agents that can be transmitted from HCP and patients. HCP include all VA licensed and unlicensed, clinical and administrative, paid and without compensation, full- and part-time, intermittent, fee basis employees who are expected to perform any or all of their work at these locations. HCP also includes VHA personnel and contractor personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities. HCP Contractor personnel employed by your company and working at VA medical facilities, are required to comply with VHA Directive 1193 and requirements outlined in the directive. Please see the specific requirements: VHA Health Care Personnel. VHA HCP are required to comply with VHA Directive 1193 by: (1) Receiving a complete COVID-19 immunization series or obtaining an exemption for medical or religious reasons. (2) Submitting the Health Care Personnel COVID-19 Vaccination Form, VA Form 10-263 (See Appendix B of the Directive) to Employee Occupational Health (EOH). (a) If a VHA HCP is vaccinated at a VHA location, by VHA EOH, they are not required to complete and submit VA Form 10-263 to EOH. (b) If a VHA HCP is vaccinated outside of EOH and has submitted acceptable and complete documentation of vaccination, as prescribed in Appendix A, to EOH, they are not required to complete and submit VA Form 10-263 to EOH. (c) If a VHA HCP is vaccinated outside of EOH, but has not submitted acceptable and complete documentation of vaccination, as prescribed in Appendix A, to EOH, they must complete and submit VA Form 10-263 to EOH with all required documentation and within the timelines as prescribed in this directive. (d) If a VHA HCP is exempt from COVID-19 vaccination for medical or religious reasons, they must complete the COVID-19 Vaccination VA Form 10-263 (Appendix B), declaring the exemption and acknowledging the requirement to wear a face mask when under conditions in the work environment described (See Appendix A, paragraph 5.a and Appendix B). 3. Please acknowledge receipt of this subject Directive and requirements with an affirmative that you ve received a copy of the directive and understand the requirements within. I acknowledge receipt of this subject Directive and requirements and understand the requirement within. _______________________ __________________ Signature Date _______________________ Title