Active

Contract Opportunity

Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as a Request For Quote (RFQ) 36C10X23Q0275. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-04, dated June 6, 2023.

This solicitation is being issued as a Tiered Evaluation for SDVOSB concerns, or in the alternative, a tiered evaluation for VOSB concerns, or in the alternative, a set-aside for HUBZone and 8(a) small business concerns, or in the alternative, a set-aside for women-owned small business concerns or in the alternative, a set-aside for other small business concerns. If award cannot be made, the solicitation will be, cancelled and the requirement resolicited. Set-aside tiers are as follows:

Service-Disabled Veteran-Owned Small Businesses (SDVOSB)
Veteran-Owned Small Businesses (VOSB)
8(a) and HUBZone Small Businesses
Women-Owned Small Businesses (WOSB)
All Other Small Business Concerns

*Note that applicable set-aside clauses and provisions are only applicable at each tier.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561599, with a small business size standard of $32.5M.
The FSC/PSC is V231

The Strategic Acquisition Center-Frederick, Department of Veterans Affairs, 5202 Presidents Court, Suite 102 Frederick MD 21702 is seeking a Contractor to provide facilities, labor, materials, insurance, licenses, and equipment required to locate, reserve, and provide daily rooms, daily lunch and evening/dinner meals, and classroom space accommodations in accordance with the PWS to support student training at the VA Law Enforcement Training Center located in North Little Rock Arkansas.

PERFORMANCE WORK STATEMENT/DESCRIPTION OF SERVICES:
Management of Off-Station Lodging, Classroom Space, and Meals

BACKGROUND
The Department of Veterans Affairs (VA), Law Enforcement Training Center (LETC) is a franchise fund site authorized under the Government Management Reform Act of 1994 (Public Law 103-356). The Act authorizes designated agencies to provide certain common administrative support services on a reimbursable basis, both internally and to Other Government Agencies. In 2006, permanent status was conferred upon the VA Franchise Fund under the Military Quality of Life and Veterans Affairs Appropriation Act of 2006 , Public Law 109-114. Consequently, the VA LETC receives no federally appropriated funding and is required to market VA LETC services to customers.
The VA LETC provides training for federal police officers working in healthcare or service-oriented environments. Students who travel to the VA LETC facility for training are provided lodging and meals that are inclusive of the course tuition.
The VA LETC requires a lodging management service to reserve overflow lodging accommodations, reserve conference/classroom space, and daily breakfast, lunch, and evening meals due to limited training and dormitory space at current training sites.

APPLICABLE DOCUMENTS
Public Law 103-356 Government Management Reform Act of 1994
Federal, State, and City codes regarding operations of this type of service.
Hotel and Motel Safety Act of 1990 (Public Law 101-391)
U.S. Fire Administration Hotel and Motel Master List found at
(http://usfa.fema.gov/hotel/search.frm)
Lodging facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life Safety Code
(http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101)
American Disabilities Act
(http://www.ada.gov/pubs/adastatute08.htm)

PERFORMANCE WORK STATEMENT
The VA LETC in North Little Rock, Arkansas requires a Contractor to provide facilities, labor, materials, insurance, licenses, and equipment required to locate, reserve, and provide up to 400 daily rooms, 190 daily lunch and evening/dinner meals, and classroom space accommodations within postal zip codes 72113, 72114, 72116, 72117, 72118, or 72120. With the approval of the Contracting Officer Representative (COR), additional zip codes may be authorized for unforeseen or emergent circumstances.Â

Facilities shall be compliant with the Safety Act of 1990 (Public Law 101-391) and shall be listed on the U.S. Fire Administration Hotel and Motel Master list found at:
(http://usfa.fema.gov/hotel/search.cfm). Facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life Safety code (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101). Facilities shall comply with the requirements of the Americans Disabilities Act (http://www.ada.gov/pubs/adastatute08.htm).

CONTRACT TYPE: Firm Fixed Price (FFP) Contract

PERIOD OF PERFORMANCE
The period of performance shall be for a 12-month contract period. It is anticipated the estimated quantity of line items may vary by +/- 25% due to any unforeseen situations. To minimize any disruption of services and/or delay of payment, the Contractor shall notify the designated COR and Contracting Officer immediately when 75% of the separately priced line-item quantity has been provided to the government.

The following Federal holidays are observed by the VA LETC:
New Year s Day January 1
Christmas Day December 25

The Contractor shall maintain a work schedule that coincides with the VA LETC schedule during the performance period.

3.2 PLACE OF PERFORMANCE
All Contractor work shall be performed at its facilities. The Government will not provide workspace under this agreement.
TRAVEL
The Government will not reimburse any travel expenses incurred by the Contractor.
4.0 SPECIFIC TASKS
The Contractor shall locate, reserve, and provide lodging, meals, classroom space, and management services as outlined below. The Contractor shall participate in a kick-off meeting within 10 days of the award.
5.0 LODGING MANAGEMENT SERVICES
The Contractor shall locate and reserve rooms for up to 400 students listed on the roster provided by the Government. The tentative class schedule is provided in ATTACHMENT A TENTATIVE CLASS SCHEDULE. VA reserves the right to change the schedule at any time.

A preliminary class roster will normally be provided to the Contractor 30 days and 14 days before the start of each training session. The class roster shall specify the names of students, the number of students authorized lodging, and the number of nights lodging authorized. The Contractor shall allow for substitutions of named individuals on the arrival date without charge. The Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION. If the Government cancels after the 24-hr notification window, then the Government authorizes payment for one night. The Government will only pay for actual nights that students were in residence at the lodging facilities. Any special needs or accommodations related to handicap accessibility required will be annotated on the roster.
The Government will not be responsible for damages caused by persons occupying the rooms covered under this contract or expenses incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found before checkout.
The Government is not responsible for payment for incidentals such as long-distance phone calls, television charges, room service, dry cleaning and laundry services, or procurement of alcoholic beverages.
The Government will not be responsible for the cost of any extra-night lodging incurred by the students arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The Government will not be responsible for additional occupancy charges or fees incurred by the student or guests or family of the students.
The day after check-in, the Contractor shall submit to the COR via email, the names of all students who have checked into the lodging facility. This information shall be captured on the Lodging Summary Sheet, as provided by the COR. The Contractor shall continue to provide updates to the guest s check-in and check-out throughout the scheduled time of the class s arrival and departure, as well as all room assignment changes, etc. The information provided shall include a confirmation of the number of rooms being occupied by VA LETC students/guests. All rooms reserved but not used due to No Show may be released the day after the scheduled check-in.
Emergency/Urgent Lodging- Authorized lodging that is requested with less than 72hrs COR notice when accommodations cannot be obtained at the existing contracted price.
5.1 STUDENT LODGING REQUIREMENTS
The Contractor shall provide daily lodging for up to 400 students as described in paragraph 3.0. One lodging facility shall be deemed the primary lodging facility. If more than one facility required, each additional facility shall be located within 3 miles of each other to foster student comradery, convenience and to facilitate daily group travel, training and meals. Daily lodging shall be provided for the duration requested in the roster to include weekends and holidays. The Contractor shall be capable of providing handicap-accessible rooms as discussed in Section 5.a. Classes typically run for a period of two months per class (some can be longer). Extended Stay units with kitchenettes will be given priority. The Government will pay the Contractor one consolidated daily lodging fee to cover the cost of the actual lodging and the lodging management service fee. The Contractor shall pay the lodging facility for the actual lodging.
5.2 ROOM QUALITY
All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by American Automobile Association (AAA) or better.
Lodging facilities shall be compliant with the requirements of the Hotel and Motel Safety Act of 1190 (Public Law 101-391) and shall be listed on the U.S. Fire Administration Hotel and Motel Master list found at (http://usfa.fema.gov.gov/hotel/search.cfm). Lodging facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life-Safety Code (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101).
5.3 AMENITIES
The Contractor shall ensure all of the following are provided:
Single Occupancy
Telephone Services for Local Calls
Iron and Ironing Board
Television with Remote
Coffee Pot
Microwave
Refrigerator
Daily Housekeeping Services
Self Service Laundry Facility on Premises
Complimentary Internet Access
Sufficient complimentary parking to accommodate all LETC students
Complimentary Hot Breakfast
Safe in Room
6.0 CLASSROOM MANAGEMENT SERVICES
The Contractor shall locate and reserve classroom space for up to 190 students listed on the class roster provided by the Government. The Government will pay the Contractor one consolidated daily fee to cover the cost of the conference/classroom space provided and the management service fee. The Contractor shall pay the lodging facility for the actual day's space provided and the management service fee. The tentative class schedule is provided in Attachment A. The VA LETC reserves the right to change the schedule at any time.
A preliminary class schedule will be provided to the Contractor 30 days before the start of each training session. The class schedule shall identify the course name, the number of students allowed for that course, and the type and size of conference/classroom space required. The Government reserves the right to make changes or cancel 14 days in advance without incurring any penalty or cost for the cancellation. If the Government cancels after the 14-day notification window, then the Government authorizes payment for one day.
6.1 STUDENT CONFERENCE/CLASS REQUIREMENTS
The Contractor shall provide conference/classroom space for up to 190 students. The conference/classroom facilities shall be located at one or more of the lodging facilities. Extended Stay Facilities with on-site dining shall be used to the greatest extent possible for offsite conference/classroom requirements with that location deemed as the primary location for training.
6.2 CONFERENCE/CLASSROOMS
The conference/classroom style set up requirements include seating accommodations for up to 80 people (approximately 1,600 square feet), and conference/classroom style set up for as few as 40 people (approximately 800 square feet).
When under High Consequence Infectious Disease Restricted conditions, social distancing is required. Classroom space shall be able to accommodate 6 feet social distancing requirement when under restricted conditions.
Standardized masks are provided by VA LETC and replaced as needed for students for the duration of the training. Under restricted conditions, students are expected to wear masks while on the VA Medical Center grounds, VA LETC grounds, or lodging locations. Classroom spaces shall accommodate social distancing. Each student will sit at a 5 table alone to ensure six feet between each student in the classroom lecture environment. Classroom spaces shall be disinfected and sanitized daily to ensure maximum cleanliness while infectious disease protocols remain in place. During student breaks from the classroom, students are reminded and encouraged to maintain social distancing while in the hallways.

Each room shall have complementary Wi-Fi internet access. Each room shall have sufficient outlets for charging Chromebooks, and an audio system. Classroom accommodations for up to 80 students shall have a minimum of two monitors. Classroom accommodations for 40 students or less shall have a minimum of one monitor. Each classroom shall have a projector screen and projector that will accommodate training to the maximum number of people in the room capacity. The Contractor shall make ancillary supplies and equipment available (ie: extension cords, surge protector, etc.)

The conference, classroom style set up, and seating accommodations for up to 80 people (approximately 1,600 square feet) shall be able to be divided into seminar sections of training. Classroom space reserved shall be a dedicated training space for the entirety of the course. Classroom space shall be available for instructor classroom set up no later than 1:00pm the day before class starts.

The Contractor shall supply secure storage for classroom equipment.
6.3 ADDITIONAL SUPPORT
The facility shall have a copying center or a copy machine available for use, free of charge.
7.0 MEAL MANAGEMENT SERVICES
The Contractor shall provide services to locate and reserve lunch and evening meals for students attending courses that are scheduled at the lodging facilities or as otherwise designated in advance, including weekdays, weekends, and holidays as required. Lunch meals shall be served from 11:00 a.m.-12:30 p.m. and evening meals shall be served from 5:00 p.m. -7:00 p.m. Dining facilities shall have sufficient space to accommodate social distancing of six feet when required. Contractor shall retain information sufficient to verify the student s first name, last name, time and date for each meal provided under this contract.
7.1 MEAL VENDOR LOCATION
The meal vendor s location shall be to the greatest extent possible within the lodging facility or in the general proximity of the lodging accommodations. The meal vendor s dining facility is preferred to be an on-site grill/buffet type of dining facility.
7.2 MEALS
7.2.1 LUNCH AND EVENING MEALS
Each lunch and evening meal shall include:
A choice of at least three hot entrees- including poultry, beef or pork, fish or shellfish, or sandwich
A choice of soup and salad with crackers and dressing
A choice of potatoes or pasta with accompanying sauces and gravies
A choice of at least three vegetables
A choice of bread with butter or margarine
A choice of at least two desserts and fresh fruit
A choice of beverages, including water, tea, coffee, or soft drink. Alcoholic beverages shall not be provided.
Special diet accommodation as required (See 7.2.2)
Provide a clean, safe facility for students.

7.2.2 SPECIAL MEALS ACCOMMODATIONS
Meals will be provided per the student s dietary restrictions or medically prescribed diet and guidelines that will be provided by the VA LETC with at least 24-hour advance notice. In the event that a student is quarantined, meals will be delivered to the student s room. COR will provide 24-hour advance notice.
8.0 CLEANLINESS
8.1 ALL PROVIDED FACILITIES (ROOMS/CLASSROOMS/DINING AREAS)
Floors, baseboards, stairways, carpets, corners, and wall edges shall be free of dirt, dust, and debris. Glass and mirrors shall have no trace of film, dirt, smudges, or water. Carpets shall be securely installed to avoid tripping hazards and shall not be torn. Windows shall be free of stains, dust, and mold. Ceiling tiles, floor tiles, and light fixtures shall be free of stains, mold, holes, and tears. Restrooms shall be clean, disinfected, and free of dirt, deposits, streaks, mold, and odors. Restrooms shall be fully stocked with tissue, hand washing soap, and towels for drying hands. Walls shall be structurally sound and not have holes or tears.
8.2 There shall be no evidence of mice, rats, roaches, ants, bed bugs or any other pests that may cause an unhealthy environment.
9.0 SECURITY
9.1 Facilities shall demonstrate policing, and procedures implemented to provide for the physical safety and security of its patrons i.e., security guards, video surveillance, access control, and well-lit parking.
9.2 Parking On-Site parking must be well-lit, safe, and within proximity to the facility. Government vehicles will be parked in the lot of the lodging facility for the students use to get to class. A lock box will be left with the hotel for the students to leave the GOV keys when they depart. VA LETC will provide the lock box and retrieve the keys at a later date.
10.0 GENERAL CONTRACTOR REQUIREMENTS:
10.1 PROFESSIONAL CONDUCT
All communications, verbal and non-verbal, by Contractor personnel with the VA LETC staff and students shall be courteous and professional.
10.2 EMERGENCY ASSISTANCE
In the event of any emergency involving a VA LETC student, the Contractor shall contact appropriate parties, including 911 to respond to the emergency. In addition, the COR shall be notified by phone or email as soon as possible.
10.3 REGULATORY REQUIREMENTS
10.3.1 The Contractor shall provide the services as stated in the task order requirements. The Contractor s facility shall comply with the requirements listed under paragraph 2.0 Applicable documents.
10.3.2 All Contractor staff shall be qualified for the tasks performed under this contract and shall be legally authorized to work.
11.0 DELIVERABLES
11.1 Lodging, per section 5.0.
11.2 Conference/classroom Space, per section 6.0,
11.3 Lunch Meals, per section 7.0.
11.4 Dinner Meals, per section 7.0.
11.5 Specialized Dietary Restricted per section 7.0.
12.0 GOVERNMENT RESPONSIBILITIES
12.1 The VA LETC will provide a class schedule and roster for classes that will require lodging, conference/classroom space, and meals, indicating the class date, the number of students, and the size of the conference/classroom space required.
12.2 The VA LETC will provide a student roster to the Contractor of students authorized for lodging and to students authorized to receive meals.
12.3 The VA LETC students will sign in by name for all lodging (at both check-in and check-out) and meals received at time of receipt.
12.4 The VA LETC Administrative Officer will coordinate with the Contractor for any student additions or deletions during the monthly period of performance.
12.5 Any additional charges incurred by a student, including exceeding the number of authorized meals, will be the student s responsibility. Only meals for VA LETC students are authorized. The Government will only pay for actual services rendered.

13.0 KEY PERSONNEL
13.1 Project Manager (PM) will be the primary designated point of contact. An alternate Point of Contact may be requested by the Contracting Officer/COR for account management and ordering.

14.0 QUALITY ASSURANCE
14.1 To evaluate the Contractor s performance throughout the life of the contract, the Government will utilize a Quality Assurance Surveillance Plan (QASP) as defined herein.
14.2 QASP-INTRODUCTION: This QASP has been developed to evaluate Contractor actions while implementing this PWS. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish. This QASP is based on the premise the Government desires to maintain a quality standard in providing offsite lodging, conference/classroom space, and meal services and that a service contract to provide the services is the best means to achieving that objective.
14.3 QASP

PERFORMANCE OBJECTIVE
REQUIRED SERVICE
ACCEPTABLE PERFORMANCE LEVELS
IMPACT
On-Time Deliverables
The Contractor shall be responsible for ensuring the timely performance of all deliverables per the PWS.
95% on-time delivery (unless the Government causes delay)
Contractor failure to meet this performance standard may result in negative feedback in the Contractors' performance evaluation via the Contractor Performance Assessment Reporting System (CPARS).
Quality
The Contractor shall be responsible for ensuring the quality of all deliverables IAW this PWS.
98% of the time and shall be measured by the validated Level One Surveys and Student Complaint Forms.
Contractor failure to meet this performance standard may result in negative feedback in the Contractors' performance evaluation via the Contractor Performance Assessment Reporting System (CPARS).
Timely Conflict Resolution
The Contractor shall notify the Contracting Officer and COR of any problems, delays, disputes, or other conflicts involving or affecting delivery or performance within one (1) business day.
98% of conflicts are acknowledged within one (1) business day. (Unless the Government causes delay)
Contractor failure to meet this performance standard may result in negative feedback in the Contractors' performance evaluation via the Contractor Performance Assessment Reporting System (CPARS).

14.3.1 Surveillance: The COR will evaluate the performance objectives through unannounced periodic inspections.
14.3.2 Standard: The Contractor shall perform all work required satisfactorily per the appropriate PWS paragraph.
14.3.3 Procedures: The Government will inspect all performance objectives at least monthly to ensure Contractor compliance with the appropriate paragraphs of the PWS. The Contractor will record the monthly results of the inspection, noting the date and time of the inspection. If inspection indicates unacceptable performance, the PM will be notified of the deficiencies for correction. The Contractor shall be given an appropriate amount of time after notification to correct the unacceptable delivery or performance; the COR may approve additional time if the COR considers additional time appropriate. If deficiencies are not corrected within the required time frame the COR shall notify the CO.
14.3.4 The Contractor shall notify the Contracting Officer and COR of any problems, delays, disputes, or other conflicts involving or affecting delivery or performance within one (1) business day.
14.3.5 The Government reserves the right to alter or change the surveillance methods in the QASP at its discretion.

PRICE/COST SCHEDULE
All interested companies shall provide quotations for the following:
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001

66,000.00
EA
$______
$___________

Offsite Lodging Nights
PWS para 5.0
POP Begin: 10-1-2023
POP End: 9-30-2024

0002

396
EA
$______
$___________

On-Site Class Room Space
PWS para. 6.1
POP Begin: 10-1-2023
POP End: 9-30-2024
0003

26,160
EA
$______
$___________

Lunch Meals
PWS para. 7.2.1
POP Begin: 10-1-2023
POP End: 9-30-2024
0004

37,800
EA
$______
$___________

Dinner Meals
PWS para. 7.2.1
POP Begin: 10-1-2023
POP End: 9-30-2024

0005

60
EA
$______
$___________
Specialized Lunch Meal
PWS para. 7.2.2
POP Begin: 10-1-2023
POP End: 9-30-2024
0006

60
EA
$______
$___________

Specialized Dinner Meal
PWS para. 7.2.1
POP Begin: 10-1-2023
POP End: 9-30-2024
0007

Emergency/Urgent Lodging Nights
PWS 5.0 (f)
POP Begin: 10-1-2023
POP End: 9-30-2024

200
EA
$______
$__________



GRAND TOTAL
$__________

The purchase order period of performance is October 1, 2023, to September 30, 2024.
Place of Performance/Place of Delivery
Little Rock, Arkansas

Invoicing Instructions

Submission - In accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests, all invoices shall be submitted electronically. A copy of all invoices shall be provided to the contracting POC identified in section A.1.
Tungsten (aka OB10) ELECTRONIC INVOICE SUBMISSION
FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL
FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Vendor Electronic Invoice Submission Methods:
Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.
VA s Electronic Invoice Presentment and Payment System The Financial Services Center (FSC) in Austin, TX uses a third-party Contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.
A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.
Vendor e-invoice Set-up information:
Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.
Tungsten e-Invoice setup information: 1-877-489-6135
VA Tungsten Number: AAA54420062
Tungsten e-Invoice email: VA.Registration@tungsten-network.com
FSC e-Invoice contact information: 1-877-353-9791
FSC e-Invoice email: vafsccshd@va.gov
http://www.fsc.va.gov/einvoice.asp

COMMUNICATIONS:
https://www.federalregister.gov/articles/2012/11/27/2012-28612/va- acquisition-regulation-electronic-submission-of-payment-requests
http://fcw.com/articles/2012/11/27/va-epayments.aspx?s=fcwdaily
Submission of Proper Invoice - The following data must be included in an invoice for it to constitute a proper invoice:
a. Name and address of the contract
b. Contract Number
c. Invoice date and number
d. Item number, description, quantity, unit of measure, price, extended price and a total of supplies delivered, or services performed.
1. Monthly invoices shall indicate monthly and cumulative billing amount per line item and total. Each submitted invoice shall identify the student first name, last name, class number, check-in\check-out date, qty of nights, lunch meals, dinner meals in sufficient detail to ensure the COR can verify the submitted invoice information to class rosters, conference room and meal requests prior to authorizing payment. Conference\classrooms shall also be identified by date, time and class number.
2. Final invoices must be marked FINAL INVOICE
INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS SHALL BE REJECTED.

Contractor Remittance Address -
All payments by the Government to the Contractor will be made in accordance with:
[X] 52.232-33, Payment by Electronic Funds Transfer - System for Award Management, or
[ ] 52.232-36, Payment by Third Party
Invoice shall be submitted in the arrears -
a. Quarterly [ ]
b. Semi-Annually [ ]
c. Other [X] Submitted monthly after services are received
Government Invoice Address: All Invoices from the Contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests (NOV 2018).

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:
FAR 52.212-1 Instructions to Offerors Commercial Items (MAR 2023) (SEE ADDENDUM)
FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021) (SEE ADDENDUM)
FAR 52.212-3 Offerors Representations and Certifications Commercial Items (DEC 2022)

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.

The following contract clauses apply to this acquisition:

52.2-3-13 Contractor Code of Business Ethics and Conduct (NOV 2021) Mandatory Written Disclosures- Mandatory written disclosures required by FAR clause 52.203-13 to the Department of Veterans Affairs, Office of Inspector General (OIG) must be made electronically through the VA OIG Hotline at http://www.va.gov/oig/contacts/hotline.asp and clicking on "FAR clause 52.203-13 Reporting." If you experience difficulty accessing the website, call the Hotline at 1-800-488-8244 for further instructions.
52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform Employees of Whistleblower Rights (JUN 2020)
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (May 2011)
52.204-13 System for Award Management Maintenance (Oct 2018)
52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020)
FAR 52.212-4, Contract Terms and Conditions Commercial Items (DEC 2022)
FAR 52.217-8 Option to Extend Services (NOV 1999)
VAAR 852.201-70 Contracting Officer s Representative (DEC 2022)
VAAR 852.203-70 Commercial Advertising (May 2018)
VAAR 852.219-73 VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Business (JAN 2023)
VAAR 852.219-74 VA Notice of Total Set-Aside for Certified Veteran-Owned Small Business (NOV 2022))
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (JUN 2023)

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 products and commercial services:

(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 Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115 91).
(3) 52.204 25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115 232).
(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).
(5) 52.232 40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801).
(6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).
(7) 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 products and commercial services:
[X] (1) 52.203 6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655).
[X] (2) 52.203 13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C. 3509).
[] (3) 52.203 15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (JUN 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)
[X] (4) 52.204 10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109 282) (31 U.S.C. 6101 note).
[] (5) [Reserved]
[X] (6) 52.204 14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111 117, section 743 of Div. C).
[] (7) 52.204 15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (OCT 2016) (Pub. L. 111 117, section 743 of Div. C).
[X] (8) 52.204 27, Prohibition on a Byte Dance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117 328).
[X] (9) 52.209 6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) (31 U.S.C. 6101 note).
[X] (10) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (OCT 2018) (41 U.S.C. 2313).
[] (11) [Reserved]
[X] (12) 52.219 3, Notice of HUBZone Set-Aside or Sole-Source Award (OCT 2022) (15 U.S.C. 657a).
[] (13) 52.219 4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (OCT 2022) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).
[] (14) [Reserved]
[X] (15)(i) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644).
[] (ii) Alternate I (MAR 2020) of 52.219-6.
[] (16)(i) 52.219-7, Notice of Partial Small Business Set-Aside (NOV 2020) (15 U.S.C. 644).
[] (ii) Alternate I (MAR 2020) of 52.219-7.
[X] (17) 52.219-8, Utilization of Small Business Concerns (OCT 2022) (15 U.S.C. 637(d)(2) and (3)).
[] (18)(i) 52.219 9, Small Business Subcontracting Plan (OCT 2022) (15 U.S.C. 637(d)(4)).
[] (ii) Alternate I (NOV 2016) of 52.219-9.
[] (iii) Alternate II (NOV 2016) of 52.219-9.
[] (iv) Alternate III (JUN 2020) of 52.219 9.
[] (v) Alternate IV (SEP 2021) of 52.219 9.
[] (19)(i) 52.219-13, Notice of Set-Aside of Orders (MAR 2020) (15 U.S.C. 644(r)).
[] (ii) Alternate I (MAR 2020) of 52.219-13.
[] (20) 52.219 14, Limitations on Subcontracting (OCT 2022) (15 U.S.C. 657s).
[] (21) 52.219-16, Liquidated Damages Subcontracting Plan (SEP 2021) (15 U.S.C. 637(d)(4)(F)(i)).
[X] (22) 52.219 27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (OCT 2022) (15 U.S.C. 657f).
[X] (23) (i) 52.219 28, Post-Award Small Business Program Representation (MAR 2023) (15 U.S.C. 632(a)(2)).
[] (ii) Alternate I (MAR 2020) of 52.219 28.
[] (24) 52.219 29, Notice of Set-Aside for, or Sole-Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (OCT 2022) (15 U.S.C. 637(m)).
[X] (25) 52.219 30, Notice of Set-Aside for, or Sole-Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (OCT 2022) (15 U.S.C. 637(m)).
[] (26) 52.219-32, Orders Issued Directly Under Small Business Reserves (MAR 2020) (15 U.S.C. 644(r)).
[] (27) l(26) 52.219 33, Nonmanufacturer Rule (SEP 2021) (15 U.S.C. 657s).
[X] (28) 52.222-3, Convict Labor (JUN 2003) (E.O. 11755).
[] (29) 52.222 19, Child Labor Cooperation with Authorities and Remedies (DEC 2022) (E.O. 13126).
[X] (30) 52.222-21, Prohibition of Segregated Facilities (APR 2015).
[X] (31)(i) 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246).
[] (ii) Alternate I (FEB 1999) of 52.222-26.
[X] (32)(i) 52.222 35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).
[] (ii) Alternate I (JUL 2014) of 52.222-35.
[X] (33)(i) 52.222 36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).
[] (ii) Alternate I (JUL 2014) of 52.222-36.
[X] (34) 52.222 37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212).
[X] (35) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496).
[X] (36)(i) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).
[] (ii) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).
[X] (37) 52.222-54, Employment Eligibility Verification (MAY 2022). (E. O. 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial products or commercial services as prescribed in FAR 22.1803.)
[] (38)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA-Designated Items (MAY 2008) (42 U.S.C.6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
[] (ii) Alternate I (MAY 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
[] (39) 52.223-11, Ozone-Depleting Substances and High Global Warming Potential Hydrofluorocarbons (JUN 2016) (E.O. 13693).
[] (40) 52.223-12, Maintenance, Service, Repair, or Disposal of Refrigeration Equipment and Air Conditioners (JUN 2016) (E.O. 13693).
[] (41)(i) 52.223-13, Acquisition of EPEAT®-Registered Imaging Equipment (JUN 2014) (E.O.s 13423 and 13514).
[] (ii) Alternate I (OCT 2015) of 52.223-13.
[] (42)(i) 52.223-14, Acquisition of EPEAT®-Registered Televisions (JUN 2014) (E.O.s 13423 and 13514).
[] (ii) Alternate I (JUN 2014) of 52.223-14.
[] (43) 52.223-15, Energy Efficiency in Energy-Consuming Products (MAY 2020) (42 U.S.C. 8259b).
[] (44)(i) 52.223-16, Acquisition of EPEAT®-Registered Personal Computer Products (OCT 2015) (E.O.s 13423 and 13514).
[] (ii) Alternate I (JUN 2014) of 52.223-16.
[X] (45) 52.223 18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513).
[] (46) 52.223-20, Aerosols (JUN 2016) (E.O. 13693).
[] (47) 52.223-21, Foams (JUN 2016) (E.O. 13693).
[] (48)(i) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).
[] (ii) Alternate I (JAN 2017) of 52.224-3.
[] (49)(i) 52.225-1, Buy American Supplies (OCT 2022) (41 U.S.C. chapter 83).
[] (ii) Alternate I (OCT 2022) of 52.225 1.
[] (50)(i) 52.225-3, Buy American Free Trade Agreements Israeli Trade Act (DEC 2022) (19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, 19 U.S.C. chapter 29 (sections 4501-4732), Public Law 103-182, 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43.
[] (ii) Alternate I [Reserved].
[] (iii) Alternate II (DEC 2022) of 52.225-3.
[] (iv) Alternate III (JAN 2021) of 52.225-3.
[] (v) Alternate IV (OCT 2022) of 52.225-3.
[] (51) 52.225 5, Trade Agreements (DEC 2022) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).
[X] (52) 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
[] (53) 52.225 26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. Subtitle A, Part V, Subpart G Note).
[] (54) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (NOV 2007) (42 U.S.C. 5150).
[] (55) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (NOV 2007) (42 U.S.C. 5150).
[X] (56) 52.229 12, Tax on Certain Foreign Procurements (FEB 2021).
[] (57) 52.232-29, Terms for Financing of Purchases of Commercial Products and Commercial Services (NOV 2021) (41 U.S.C. 4505, 10 U.S.C. 3805).
[] (58) 52.232-30, Installment Payments for Commercial Products and Commercial Services (NOV 2021) (41 U.S.C. 4505, 10 U.S.C. 3805).
[X] (59) 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (31 U.S.C. 3332).
[] 60) 52.232-34, Payment by Electronic Funds Transfer Other than System for Award Management (JUL 2013) (31 U.S.C. 3332).
[] (61) 52.232-36, Payment by Third Party (MAY 2014) (31 U.S.C. 3332).
[] (62) 52.239-1, Privacy or Security Safeguards (AUG 1996) (5 U.S.C. 552a).
[] (63) 52.242-5, Payments to Small Business Subcontractors (JAN 2017) (15 U.S.C. 637(d)(13)).
[] (64)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (NOV 2021) (46 U.S.C. 55305 and 10 U.S.C. 2631).
[] (ii) Alternate I (APR 2003) of 52.247-64.
[] (iii) Alternate II (NOV 2021) of 52.247-64.
(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, 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 products and commercial services:
[] (1) 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67).
[] (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).




[] (3) 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) (29 U.S.C. 206 and 41 U.S.C. chapter 67).
[] (4) 52.222-44, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (MAY 2014) (29 U.S.C 206 and 41 U.S.C. chapter 67).
[] (5) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014) (41 U.S.C. chapter 67).
[] (6) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements (MAY 2014) (41 U.S.C. chapter 67).
[] (7) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022).
[] (8) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O. 13706).
[] (9) 52.226 6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792).
(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, as defined in FAR 2.101, on the date of award of this contract, and does not contain the clause at 52.215-2, Audit and Records Negotiation.
(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract.
(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.
(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.
(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial products or commercial services. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause
(i) 52.203 13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C. 3509).
(ii) 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)).
(iii) 52.204 23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115 91).
(iv) 52.204 25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115 232).
(v) 52.204 27, Prohibition on a Byte Dance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117 328).
(vi) 52.219 8, Utilization of Small Business Concerns (OCT 2022) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219 8 in lower tier subcontracts that offer subcontracting opportunities.
(vii) 52.222-21, Prohibition of Segregated Facilities (APR 2015).
(viii) 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246).
(ix) 52.222 35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).
(x) 52.222 36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).
(xi) 52.222 37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212).
(xii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.
(xiii) 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67).
(xiv)(A) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).
(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).
(xv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Requirements (MAY 2014) (41 U.S.C. chapter 67).
(xvi) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements (MAY 2014) (41 U.S.C. chapter 67).
(xvii) 52.222-54, Employment Eligibility Verification (MAY 2022) (E. O. 12989).
(xviii) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022).
(xix) 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O. 13706).
(xx)(A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).
(B) Alternate I (JAN 2017) of 52.224-3.
(xxi) 52.225 26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. Subtitle A, Part V, Subpart G Note).
(xxii) 52.226 6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.
(xxiii) 52.232 40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801). Flow down required in accordance with paragraph (c) of 52.232 40.
(xxiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (NOV 2021) (46 U.S.C. 55305 and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.
(2) While not required, the Contractor may include in its subcontracts for commercial products and commercial services a minimal number of additional clauses necessary to satisfy its contractual obligations.
(End of Clause)

All quoters shall submit the following:

FAR 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services (Mar 2023)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following provisions are incorporated into 52.212-1 as an addendum to this solicitation:

INTRODUCTION

a. All Questions and Quotes shall be submitted to the Contracting Officer via email to Charles.hughes@va.gov and David.barber@va.gov
b. All questions from Contractors regarding this solicitation shall be submitted via email ATTN: RFQ 36C10X23Q0275 on or before August 23, 2023, at 4:00PM EST. Only written questions will be accepted. It is requested that all questions be combined into one Microsoft Word document per Contractor.
c. Quote(s) shall be submitted to the Contracting Officer via email to charles.hughes@va.gov and david.barber@va.gov on or before August 31, 2023, at 3:00PM EST. Hand deliveries will not be accepted.

Quotes shall consist of the following two volumes:

(1) Volume I: Technical Capability
(2) Volume II: Price

QUOTE FILES
a. Format:
The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date, and solicitation number in the header and/or footer.
Quote page limitations are applicable to this procurement. The table below indicates the maximum page count (when applicable) for each volume of the Contractor s quote. All files will be submitted as a Microsoft Excel (.xls), Microsoft Word (.doc, .docx), or Acrobat (.pdf) file or compatible as indicated in the table. Page size shall be no greater than 8 ½ in. x 11 in. The top, bottom, left and right margins shall be a minimum of 1 in. each. Font size shall be no smaller than 12 points. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. The use of hyperlinks in quotes is prohibited.
If the Contractor submits annexes, documentation, attachments, or the like, not specifically required by this solicitation, such will count against the Contractor s page limitations unless otherwise indicated in the specific Volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font, or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font, or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they appear in the print layout view.
b. File Packaging:
All the quote files shall not be compressed (zipped). All quote files shall be submitted individually.
c. Content Requirements:
All information shall be confined to the appropriate file. The Contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. The titles and page limit requirements for each separate volume are shown in the table below:

Volume Number
Factor
File Name (for electronic copy)
Page Limitations*
Volume I
Technical/management
(Company name) Tech.pdf
Fifteen (15) pages
Volume II
Price
(Company name) Price.pdf
No page limitation

3. VOLUME CONTENTS

Contractors shall submit volumes as indicated below.

a. Volume I: Technical

Under no circumstances shall any pricing be included in the Technical Approach. Quoters shall submit a Technical Approach not to exceed 15 pages. The Technical Approach should address the following elements:
How the quoter proposes to accomplish each of the Performance Work Statement tasks.
The quoters customer service plan explaining how the quoter will provide 24 hour, 365 days a year availability to VA LETC personnel to create, modify or cancel lodging reservations, classrooms and meal requests. As well as how the quoter will investigate and resolve VA LETC and/or lodging guest complaints with subcontracted hotels, including the re-booking of alternate guest accommodations and/or refunds as applicable.
Signed letters of Commitment from proposed Hotel\Lodging\Conference-Classroom facilities and meal providers (subcontractors). These items do not count against the page limit.
Experience The quoter shall provide no more than 3 recent (in the past 3 years) examples of similar work. Quoters shall ensure sufficient detail is provided for the Government to determine if the work is similar in size and scope to this requirement. Quoter is required to provide the name, phone number and email of the primary customer (i.e., Contracting Officer s Representative) for verification purposes for each example.
b. Volume II: Price
Offerors shall submit a completed Price/Cost schedule for the entire performance period.


FAR 52.212-2 Evaluation-Commercial Products and Commercial Services (Nov 2021)

(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:

Technical
Price

(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 or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

FACTORS TO BE EVALUATED

The Government will perform FAR 13 Simplified Acquisition Procedure comparative evaluation (comparing quotes to each other) to select the Contractor that is best suited and provides the best value, considering the evaluation factors in this solicitation:

Technical
Price

Factor 1: Technical Approach
The Government will evaluate the Vendor s quotes based on their:
a) Understanding of the Work - The quote will be evaluated to determine the extent to which it demonstrates a clear understanding of all features involved in providing services for the requirements and meeting and/or exceeding the requirements presented in the solicitation and the extent to which uncertainties are identified and resolutions proposed. The quote will be evaluated strictly in accordance with its written content. A quote that merely restates the requirement or states that the requirement will be met, without providing supporting rationale, is not sufficient.
b) Feasibility of Approach - The quote will be evaluated to determine whether the vendor's methods, experience, and approach to meeting the contract requirements provide the Government with a high level of confidence of successful completion within the required schedule.

c) Completeness The quote will be evaluated to determine whether the vendor s methods and approach have adequately and completely considered, defined, and satisfied the requirements specified in the contract and/or solicitation. The quote will be evaluated to determine the extent to which each requirement has been addressed.
Factor 2: Price
Price will not be evaluated adjectivally or assigned a score. The Government shall evaluate price to determine whether or not it is considered fair and reasonable.

SPECIAL NOTICE: 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."

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Points of Contact
Charles E. Hughes, Contract Specialist, 202-876-7314, charles.hughes@va.gov and David S. Barber, Contracting Officer, 202-372-7519 david.barber@va.gov

Attachment A:

Tentative Class Schedule, July 13, 2023 (Excel Spreadsheet)

Attachments/Links