R614--New Tulsa Document Destruction Services POP: 01/01/2026- 09/30/2026 (VA-26-00002126)

*= Required Field

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation 36C25926Q0090 is issued as a request for quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through FY25.10A 07/232025, FAC 2025-04 06/11/2025. No telephone requests will be accepted. Only written requests received directly from the offeror are acceptable. The associated North American Industry Classification System (NAICS) code for this procurement is 562111 - Solid Waste Collection, with a small business size standard of $47 million.

This solicitation is 100% set-aside for SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (SDVOSBs).

The following is a list of the contract line-item numbers, quantities and units of measure.

ITEM NUMBER

DESCRIPTION

CONTRACT PERIOD

POP BEGIN

POP END

QUANTITY

UNIT OF MEASURE

UNIT OF PURCHASE TEXT/DESC.

UNIT PRICE

0001

Base Year - Installation 15 x 27" Consoles, Per SOW non-personal service

Base

1/1/2026

1/8/2026

1 JB

JOB

0002

Base Year - Installation 82 x 36" Consoles, Per SOW non-personal service

Base

1/1/2026

1/8/2026

1 JB

JOB

0003

Base Year - Pickup 15 x 27" Consoles, Per SOW non-personal service, 37 weeks

Base

1/8/2026

9/30/2026

37 WK

WEEK

0004

Base Year - Pickup 82 x 36" Consoles, Per SOW non-personal service, 37 weeks

Base

1/8/2026

9/30/2026

37 WK

WEEK

0005

Opton Year 1 - Pickup 15 x 27" Consoles, Per SOW non-personal service, 52 weeks

Option 1

10/1/2026

9/30/2027

52 WK

WEEK

0006

Opton Year 1 - Pickup 82 x 36" Consoles, Per SOW non-personal service, 52 weeks

Option 1

10/1/2026

9/30/2027

52 WK

WEEK

0007

Opton Year 2 - Pickup 15 x 27" Consoles, Per SOW non-personal service, 52 weeks

Option 2

10/1/2027

9/30/2028

52 WK

WEEK

0008

Opton Year 2 - Pickup 82 x 36" Consoles, Per SOW non-personal service, 52 weeks

Option 2

10/1/2027

9/30/2028

52 WK

WEEK

0009

Opton Year 3 - Pickup 15 x 27" Consoles, Per SOW non-personal service, 52 weeks

Option 3

10/1/2028

9/30/2029

52 WK

WEEK

0010

Opton Year 3 - Pickup 82 x 36" Consoles, Per SOW non-personal service, 52 weeks

Option 3

10/1/2028

9/30/2029

52 WK

WEEK

0011

Opton Year 4 - Pickup 15 x 27" Consoles, Per SOW non-personal service, 52 weeks

Option 4

10/1/2028

9/30/2030

52 WK

WEEK

0012

Opton Year 4 - Pickup 82 x 36" Consoles, Per SOW non-personal service, 52 weeks

Option 4

10/1/2028

9/30/2030

52 WK

WEEK

PERFORMANCE WORK STATEMENT

ON-SITE DOCUMENT DESTRUCTION

VA Medical Center

Tulsa OK 74127

GENERAL

The Eastern Oklahoma VA Health Care System is requesting a contractor to furnish on-site, commercial, secured collection and destruction of confidential documents (to include on-site Interim Destruction and off-site Final Destruction ), paper and patient privacy information for the below listed locations.

The contractor shall provide all personnel, supervision, equipment and other services deemed necessary to perform all work as defined in this Performance Work Statement (PWS). The Contractor does not have to be NAID (National Association for Information Destruction) certified, but all Document Destruction procedures will be followed (per VA Directive 6371) as if contractor was NAID certified. The contractor shall clean up any residual material before leaving the site. Normal business hours are 8:00a.m. to 4:30p.m., Monday through Friday, excluding holidays. The Contractor shall perform to the standards expressed in the contract and perform all tasks during these hours. All Interim shredding shall take place at/on the Government owned or leased facilities herein and shall be witnessed by a VA employee authorized to witness the destruction of sensitive VA material.

The ten national holidays observed by the Federal Government are:

New Year s Day

Martin Luther King Jr. Day

President s Day

Memorial Day

Independence Day

Labor Day

Juneteenth

Columbus Day

Veteran s Day

Thanksgiving Day

Christmas Day

Holidays that fall on Saturday are usually observed on the preceding Friday and holidays that fall on Sunday are usually observed on the following Monday. In addition to the days designated as holidays, the Government observes any other day designated by Federal Statute, Executive order, or by the President s Proclamation to include any future holidays enacted by the Federal Government. Any questions pertaining to scheduling and/or Federal Holidays will be directed to the Contract Officer Representative (COR) or the Contracting Officer (CO).

The contractor shall maintain liability insurance for the duration of the contract. Insurance shall be adequate to cover all situations that could develop under this contract. The contractor shall follow all Veterans Administration, Local, State, and Federal laws and/or regulations regarding the transportation and destruction of classified medical documentation to include VA Directive 6371. Any (to include new) Laws, Regulations, and or Directives that are undated shall be followed as per the date of the update.

The contractor shall ensure that access to Personally Identifiable Information (PII) is limited to authorized personnel and shall be kept in strict confidentiality. The contractor is further informed that in accordance with provisions of the Privacy Act and Health Insurance Portability and Accountability Act of 1996 (HIPAA), criminal penalties may result for knowingly and willfully disclosing information of this type.

PERSONNEL

The selection, assignment, reassignment, transfer, supervision, management and control of all employees in performance of this PWS/Contract shall be the responsibility of the contractor. However, the contractor shall comply with the general intent and specific policies set forth in the performance work statement concerning conduct of employees as referenced herein. When the Government directs, the contractor shall remove from performance of the contract any person who is identified as a potential threat to Sensitive and/or Patient information, the health, safety, security, general well-being, or operation mission of the activity and its population.

Documentation of a National Agency Check with Inquiries (NACI) background check shall be provided to the Contracting Officer s Representative (COR) on all contract employees who will provide service to the Medical Center and all other locations.

The contractor shall provide only personnel who are knowledgeable of all sites and locations of collection bins. Upon arrival, the contract employee shall check in with the COR or with Environmental Management Service to be assigned an escort. Contractor employees shall not be on any federally owned or leased property without an escort.

Contractor employees shall be subject to the provisions of Public Law 93-579, Privacy Act of 1974, Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable Federal and VA confidentiality and security laws and regulations, and Joint Commission Standards.

The contractor shall assign a Project Manager for the purpose of coordination, oversight, and management of this contract. All contract employees shall present a neat, clean appearance, be well groomed, and be easily recognized while working. While on the premises contract employees shall wear a company uniform with a visible identification badge which shall contain a picture of the employee.

The Contractor and/or Project Manager shall be accessible and/or available by phone Monday through Friday 8:00 a.m. to 4:30 p.m., excluding federally recognized holidays, for answering questions in order to assist in meeting the facility s needs.

SAFETY AND FIRE PREVENTION

The Tulsa VAMC Safety Officer is responsible for the enforcement of all safety regulations as they apply to the safety of VA employees, contractor employees, visitors, and patients. Any violations by contractor employees will be submitted to the Contracting Officer for mediation.

In the performance of this contract, the contractor shall take such safety precautions as necessary to protect the lives and health of themselves as well as all occupants of the building.

The contractor shall comply with all Federal, State, Veterans Administration, and local safety and/or fire regulations and codes.

Smoking is prohibited on VA property.

The contractor shall be responsible for providing all applicable training and personal protective equipment (PPE) to protect contractor employees from any and all hazards, including blood borne pathogens that may be encountered in the performance of this contract.

PRIVACY

All VA sensitive information that is contained in paper records under the jurisdiction of VA shall be handled by the most secure, economical, and effective means in accordance with legal requirements. Personal Identifiable Information (PII) is the most common form of sensitive information handled at the VAMC and therefore requires the use of extraordinary procedures for its protection. PII that is not properly disposed of can result in actual or potential identity theft, and can cause great personal hardship to the subject individuals. It is imperative that the appropriate means of destruction be used for all VA temporary paper records. A BAA (Business Associate Agreement) will be required (see BAA Template) of the contract awardee. VA Handbook 6371 Destruction of Temporary Paper Records (and/or any updated VA paper destruction regulation) will be adhered to in relation to this contract. A two-step method of destruction with Interim Destruction taking place on the Government Facility and Final Destruction allowed to be completed away from the Government Facility. VA s preference is for a method of destruction that permits paper records to be recycled, while still meeting the requirements for Final Destruction .

Interim Destruction: Interim destruction of temporary paper records refers to macerating, chopping, pulverizing, or shredding of these records to a degree that does not definitively ensure that they are not readable or re-constructible to any degree, but does ensure that they are not readable or re-constructible without extraordinary effort. This destruction of temporary records is a preliminary step that will allow for secure transport of records until such time as their final destruction. All temporary paper records will go through Interim Destruction before leaving the Government Facility. The interim destruction of records is proper for ensuring their security when transportation is necessary for final destruction. Interim destruction of these records must take place at the VA facility and must be to the degree that the information contained on them is not readable or re-constructible without extraordinary effort. Interim Destruction must be carried out in accordance with VA Directive 6371 by a contractor who can provide sufficient reasonable safeguards to protect the records until final destruction has been completed. Methods of interim destruction carried out by a contractor must be witnessed by a Federal employee or, if authorized by the organization that created the records, a contractor employee may act as witness, and the written attestation shall be submitted to the organization that created the records. The contractor employee may be the vendor performing the interim destruction as long as a certification of destruction is provided to VA.

Final Destruction: The process through which temporary paper records are pulped, macerated, or shredded to a degree that definitively ensures that they are not readable or re-constructible to any degree. If this final destruction is performed away from a VA facility it must be performed by an information destruction contractor (or its subcontractor of third party) who has demonstrated that:

Its destruction process constitutes final destruction as defined in VA Directive 6371; and

It has implemented reasonable physical safeguards to protect VA temporary paper records during their transportation, transfer, or short-term storage prior to the completion of their final destruction. Long-term storage (more than 30 days) must be approved in advance and in writing by the VA organization that generated the temporary paper records.

However, if the records require special protection because they are national security classified or deemed confidential by statute such as the Privacy Act of 1974 and the Health Insurance Portability and Accountability Act of 1996 (HIPAA), regulation, or VA policy, the wastepaper contractor shall be required to wet pulp, macerate, chop, shred, or otherwise definitively destroy the information contained in the records so that it is not readable or re-constructible. The destruction of the information must be witnessed either by a Federal employee or, if authorized by the organization that created the records, by a contractor employee. This witnessing may be completed by the wastepaper contractor as long as a documented certification of destruction is provided to VA that certifies complete destruction of the records.

Certification of Destruction: Written documentation by a records destruction or recycling contractor or vendor that attests to the completion of the destruction process after the destruction of VA records has taken place. Contractor to submit Final Destruction Report to COR within 30days of initial pick up from VA locations. This certification is not considered a valid certification of destruction if submitted prior to the actual destruction of the records. Certifications of destruction shall be maintained in accordance with applicable VA Records Control Schedules, and shall only be accepted from data destruction or recycle vendors after final destruction has actually taken place. VA personnel responsible for the final destruction of temporary records will develop a tracking method for ensuring that a certification of destruction is submitted for every shipment of such records released to a data destruction or recycling vendor.

SPECIFIC TASKS BY CONTRACTOR

All shredding services shall be provided on government owned or leased properties herein. Contract employees shall go to the locations of consoles, remove materials from the locked containers and transfer them to a secured location until destruction. The contractor shall destroy all paper products removed from the VA Medical Center and the CBOCs, through an acceptable process which renders the paper completely unreadable, in accordance with VA Directive 6371.

The contractor s equipment shall produce unreadable material that cannot be reconstructed to any degree. The shredder shall be of such capacity that limited quantities of incidentals such as paper clips, staples, rubber bands, pill bottles, patient plastic armbands and other types of paper can be shredded.

The contractor shall provide secure lockable containers (consoles) with front facing/loading openings to collect and store materials to be shredded until such time that the shredding of the materials occurs. The consoles shall come in two sizes: Approximately; 36 inches high, 20 inches wide, and 20 inches deep, and approximately; 27 inches high, 20 inches wide, and 20 inches deep. The consoles shall be provided, maintained, increased, decreased and replaced at no charge to the VA. The VA reserves the right to increase or decrease the number of consoles by 10% as needed by submitting a request in writing at least 30 days in advance. Console keys shall only be given to authorized VA employees. The COR will maintain a listing of authorized employees. Consoles shall be installed in specific locations by the contractor. Changes in location of any console shall be by agreement of both the Government (CO) and the contractor. Any console movement shall be accomplished by the contractor.

During the course of the contract quantities and location of collection consoles may be required to facilitate new construction and/or departmental moves. The CO, COR, and contractor will work jointly to ensure a current list of console locations and numbers is maintained by the VA and the contractor. Any new consoles or console placement, existing location console moves, or console removals will be added, or deleted, to the existing contract by contract modification at no further cost to the Government. A Modification will be completed to fund/pay for servicing of any consoles added to the contract.

The contractor shall perform shredding/pick-up on days scheduled and/or as agreeable to both the VA facilities and the contractor. The VA facilities will provide an escort for the contractor on days scheduled and/or as agreeable to both the VA facilities and the contractor. The contractor shall perform their best effort to ensure service for all consoles on every scheduled visit. Any changes to the schedule shall be approved in advance of the contractor visiting the facilities.

A clear certificate of destruction shall be provided to the COR (or Alternate COR (ACOR) when the COR is unavailable) upon the completion of service at every location. Shredded paper shall to be recycled (if applicable) and the contractor shall provide a chain of custody letter showing each step of the recycle process and final disposition of destroyed materials, to include pounds and/or bags. The contractor shall provide an environmental certificate on an annual basis showing total estimated pounds of paper products disposed of.

The contractor shall provide documentation of a contingency plan in the event of equipment failure or unexpected events to include the primary and alternate site for final destruction. This shall be provided with your quote and evaluated by the Contracting Officer.

LOCATIONS

James Mountain Inhofe VA Medical CenterÂ

440 S Houston Ave, Tulsa, OK 74127

Number of 27in high lockable consoles: 15

Number of 36in high lockable consoles: 82

Pick-up: Every Wednesday, or as mutually agreed (excluding federal holidays)

TOTAL ESTIMATED CONSOLES: 97

PERIOD OF PERFORMANCE

The contractor will install consols between January 1, 2026 and January 8, 2025. The contractor will begin weekly pickup and document destruction the first Wednesday after installation is complete, and continue to pick up every Wednesday until September 30, 2026.

NEW SERVICES and CHANGES TO SERVICES: If any services require changes in frequency or quantity of consoles or it is determined that new services are required at new locations, the contractor will provide the VA POC with a quote for such changes, to include provision of consoles, labor and transportation etc. necessary to perform services in accordance with this PWS. The VA reserves the right to either modify the current contract for changes or to post a new Solicitation in order to ensure a "Fair & Reasonable" price of new changes.

FAR 52.212-1, Instruction to Offerors -- Commercial Products and Commercial Services (SEP 2023)

FAR 52.204-7, System for Award Management (NOV 2025);

FAR 52.204-16, Commercial and Government Entity Code Reporting (AUG 2020);

FAR 52.216-1, Type of Contract (APR 1984): The government anticipates the awarding of a single firm-fixed price definitized contract to fulfill this requirement.

The provision at FAR 52.212-2, EVALUATION -- COMMERCIAL ITEMS (NOV 2021), applies to this acquisition. (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:

Contract award will be made based on the solicitation response that represents the best value to the Government using a Contracting Officer s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer. The information below explains the evaluation approach:

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represents the best value to the Government:

Factor 1: Technical Ability

The offer shall be evaluated on the conformance to the requirements listed in the Statement of Work. The offeror shall submit a technical narrative that describes the means and methods of successfully performing all work detailed in the SOW, to include the personnel being proposed to perform the work. Narrative should demonstrate that offeror possesses a clear understanding of the requirements in the SOW. Any training certifications for the repair of said equipment should be provided with quote.

Factor 2: Past Performance

Offeror shall provide no more than three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount, and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or individual responsible for signing the contract, and their telephone and fax number, and the COR s/Administrator s name, telephone and fax numbers. Offerors may provide information on problems encountered on identified contracts and the offeror s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), as well as Past Performance Questionnaires may be utilized.

Factor 3: Price Offerors shall provide one copy of the fully completed Price Schedule in the format listed above. Proposed prices will be evaluated for realism and reasonableness.

The Comparative Analysis method will be used to evaluate offers. Offers will be evaluated to determine which offer provides the overall best value to the Government, all factors considered.

(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. (End of Provision)

The clause at FAR 52.212-4 Terms and Conditions-Commercial Products and Services (JUN 2025), applies to this acquisition, with the following addendum:

FAR 52.204-9, Personal Identity Verification of Contractor Personnel (JAN 2011);

FAR 52.204-13, System for Award Management Maintenance (OCT 2018);

FAR 52.204-18, Commercial and Government Entity Code Maintenance (AUG 2020);

FAR 52.217-8 Option to Extend Services (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within fifteen (15) days of the expiration date of the current contract period.

For the purposes of the award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows:

The evaluation will consider the possibility that the option can be exercised at any time, and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract.  The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be at the same rates as those in effect under the contract at the time the option is exercised.  The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all quotes relative to each other, and will not affect the ranking of quotes based on price, unless, after reviewing the quotes, the Government determines that there is a basis for finding otherwise.  This evaluation will not obligate the Government to exercise any option under FAR 52.217-8. The `specified' rates under this clause will be those rates in effect under the contract each time an option is exercised under this clause. (End of clause)

FAR 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 30 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 five (5) years. (End of Clause)

FAR 52.228-5 Insurance Work On A Government Installation (JAN 1997);

CL 120 - Supplemental Insurance Requirements: In accordance with FAR 28.307-2 and FAR 52.228-5, the following minimum coverage shall apply to this contract:

(a) Workers' compensation and employers liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

(b) General Liability: $500,000.00 per occurrences.

(c) Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and $20,000.00 property damage.

(d) The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage. (End of Clause)

52.232-19  Availability Of Funds For The Next Fiscal Year  (APR 1984) Funds are not presently available for performance under this contract beyond SEPTEMBER 30TH OF ANY FISCAL YEAR. The Government s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond SEPTEMBER 30TH OF ANY FISCAL YEAR, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause)

FAR 52.237-2, Protection of government Buildings, Equipment, and Vegetation (APR 1984);

FAR 52.237-3, Continuity of Services (JAN 1991);

VAAR 852.203-70, Commercial Advertising (MAY 2008);

VAAR 852.219-73 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside. (NOV 2022);

(a) Definition. for the Department of Veterans Affairs, Service-disabled Veteran-owned small business concern or SDVOSB :

(1) Means a small business concern -

(i) Not less than 51 percent of which is owned by one or more service-disabled Veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled Veterans or eligible surviving spouses (see VAAR802.101, Surviving Spouse definition);

(ii) The management and daily business operations of which are controlled by one or more service-disabled Veterans (or eligible surviving spouses) or, in the case of a service-disabled Veteran with permanent and severe disability, the spouse or permanent caregiver of such Veteran;

(iii) The business meets Federal small business size standards for the applicable North American Industry Classification System (NAICS) code identified in the solicitation document;

(iv) The business has been verified for ownership and control pursuant to 38 CFR part 74 and is listed in VA's Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov/vip/; and

(v) The business will comply with VAAR subpart 819.70 and Small Business Administration (SBA) regulations regarding small business size and government contracting programs at 13 CFR parts 121 and 125, provided that any reference therein to a service-disabled veteran-owned small business concern or SDVO SBC, is to be construed to apply to a VA verified and VIP-listed SDVOSB, unless otherwise stated in this clause.

(2) The term Service-disabled Veteran means a Veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

(3) The term small business concern has the meaning given that term under section 3 of the Small Business Act (15 U.S.C. 632).

(4) The term small business concern owned and controlled by Veterans with service-connected disabilities has the meaning given the term small business concern owned and controlled by service-disabled veterans  under section 3(q)(2) of the Small Business Act (15 U.S.C. 632(q)(2)), except that for a VA contract the firm must be listed in the VIP database (see paragraph (a)(1)(iv) of this clause).

(b) General.

(1) Offers are solicited only from VIP-listed SDVOSBs. Offers received from entities that are not VIP-listed SDVOSBs at the time of offer shall not be considered.

(2) Any award resulting from this solicitation shall be made to a VIP-listed SDVOSB who is eligible at the time of submission of offer(s) and at the time of award.

(3) The requirements in this clause apply to any contract, order or subcontract where the firm receives a benefit or preference from its designation as an SDVOSB, including set-asides, sole source awards, and evaluation preferences.

(c) Representation. Pursuant to 38 U.S.C. 8127(e), only VIP-listed SDVOSBs are considered eligible to receive award of a resulting contract. By submitting an offer, the prospective contractor represents that it is an eligible SDVOSB as defined in this clause, 38 CFR part 74, and VAAR subpart 819.70.

(d) Agreement. When awarded a contract action, including orders under multiple-award contracts, an SDVOSB agrees that in the performance of the contract, the SDVOSB shall comply with requirements in VAAR subpart 819.70 and SBA regulations on small business size and government contracting programs at 13 CFR part 121 and part 125, including the non-manufacturer rule and limitations on subcontracting requirements in 13 CFR 121.406(b) and 13 CFR 125.6. Unless otherwise stated in this clause, a requirement in 13 CFR parts 121 and 125 that applies to an SDVO SBC, is to be construed to also apply to a VIP-listed SDVOSB. For the purpose of limitations on subcontracting, only VIP-listed SDVOSBs (including independent contractors) shall be considered eligible and/or similarly situated (i.e., a firm that has the same small business program status as the prime contractor). An otherwise eligible firm further agrees to comply with the required certification requirements in this solicitation (see 852.219-75 or 852.219-76 as applicable). These requirements are summarized as follows:

(1) Services. In the case of a contract for services (except construction), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance to firms that are not VIP-listed SDVOSBs (excluding direct costs to the extent they are not the principal purpose of the acquisition and the SDVOSB/VOSB does not provide the service, such as airline travel, cloud computing services, or mass media purchases). When a contract includes both services and supplies, the 50 percent limitation shall apply only to the service portion of the contract

(2) Supplies/products.

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), the SDVOSB prime contractor will not pay more than 50% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs. When a contract includes both supply and services, the 50 percent limitation shall apply only to the supply portion of the contract.

(ii) In the case of a contract for supplies from a non-manufacturer, the SDVOSB prime contractor will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) has been granted. Refer to 13 CRF 125.6(a)(2)(ii) for guidance pertaining to multiple item procurements.

(3) General construction. In the case of a contract for general construction, the SDVOSB prime contractor will not pay more than 85% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, to firms that are not VIP-listed SDVOSBs.

(4) Special trade construction contractors. In the case of a contract for special trade contractors, no more than 75% of the amount paid by the government to the prime for contract performance, excluding the cost of materials, may be paid to firms that are not VIP-listed SDVOSBs.

(5) Subcontracting. An SDVOSB must meet the NAICS size standard assigned by the prime contractor and be listed in VIP to count as similarly situated. Any work that a first tier VIP-listed SDVOSB subcontractor further subcontracts will count towards the percent of subcontract amount that cannot be exceeded. For supply or construction contracts, the cost of materials is excluded and not considered to be subcontracted. When a contract includes both services and supplies, the 50 percent limitation shall apply only to the portion of the contract with the preponderance of the expenditure upon which the assigned NAICS is based. For information and more specific requirements, refer to 13 CFR 125.6.

(e) Required limitations on subcontracting compliance measurement period. An SDVOSB shall comply with the limitations on subcontracting as follows:

[Contracting Officer check as appropriate.]

__By the end of the base term of the contract or order, 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.

(f) Joint ventures. A joint venture may be considered eligible as an SDVOSB if the joint venture is listed in VIP and complies with the requirements in 13 CFR 125.18(b), provided that any requirement therein that applies to an SDVO SBC is to be construed to apply to a VIP-listed SDVOSB. A joint venture agrees that, in the performance of the contract, the applicable percentage specified in paragraph (d) of this clause will be performed by the aggregate of the joint venture participants.

(g) Precedence. The VA Veterans First Contracting Program, as defined in VAAR 802.101, subpart 819.70, and this clause, takes precedence over any inconsistencies between the requirements of the SBA Program for SDVO SBCs, and the VA Veterans First Contracting Program.

(h) Misrepresentation. Pursuant to 38 U.S.C. 8127(g), any business concern, including all its principals, that is determined by VA to have willfully and intentionally misrepresented a company's SDVOSB status is subject to debarment from contracting with the Department for a period of not less than five years (see VAAR 809.406-2 Causes for Debarment).

(End of clause)

VAAR 852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020)

VAAR 852.219-76 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products. (NOV 2022)

As prescribed in 819.7011(c), insert the following clause. The contracting officer shall tailor the clause in paragraph (a)(2)(iii) as appropriate:

VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products (NOV 2022)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Offeror check the appropriate box]

(i) In the case of a contract for supplies or products (other than from a non-manufacturer of such supplies), it will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(ii) In the case of a contract for supplies from a nonmanufacturer, it will supply the product of a domestic small business manufacturer or processor, unless a waiver as described in 13 CFR 121.406(b)(5) is granted. The offeror understands that, as provided in 13 CFR 121.406(b)(7), such a waiver has no effect on requirements external to the Small Business Act, such as the Buy American Act or the Trade Agreements Act.

(2) Manufacturer or nonmanufacturer representation and certification. [Offeror fill-in - check each applicable box below. The offeror must select the applicable provision below, identifying itself as either a manufacturer or nonmanufacturer]:

(i)  Manufacturer or producer. The offeror certifies that it is the manufacturer or producer of the end item being procured, and the end item is manufactured or produced in the United States, in accordance with paragraph (a)(1)(i).

(ii)  Nonmanufacturer. The offeror certifies that it qualifies as a nonmanufacturer in accordance with the requirements of 13 CFR 121.406(b) and paragraph (a)(1)(ii). The offeror further certifies it meets each element below as required in order to qualify as a nonmanufacturer. [Offeror fill-in - check each box below.]

The offeror certifies that it does not exceed 500 employees (or 150 employees for the Information Technology Value Added Reseller exception to NAICS code 541519, which is found at 13 CFR 121.201, footnote 18).

The offeror certifies that it is primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied.

The offeror certifies that it will take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice.

(iii) The offeror certifies that it will supply the end item of a small business manufacturer, processor, or producer made in the United States, unless a waiver as provided in 13 CFR 121.406(b)(5) has been issued by SBA. [Contracting Officer fill-in or removal (see 13 CFR 121.1205). This requirement must be included for a single end item. However, if SBA has issued an applicable waiver of the nonmanufacturer rule for the end item, this requirement must be removed in the final solicitation or contract.]

or [Contracting officer tailor clause to remove one or other block under subparagraph (iii).]

If this is a multiple item acquisition, the offeror certifies that at least 50% of the estimated contract value is composed of items that are manufactured by small business concerns. [Contracting Officer fill-in or removal. See 13 CFR 121.406(d) for multiple end items. If SBA has issued an applicable nonmanufacturer rule waiver, this requirement must be removed in the final solicitation or contract.]

(3) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(4) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)

(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract or to determine whether the offeror qualifies as a manufacturer or nonmanufacturer in compliance with the limitations on subcontracting requirement. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

(End of clause)

VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018);

The clause at FAR 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025) applies to this acquisition including the following clauses:

FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2025);

FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2025);

FAR 52.219-28, Post Award Small Business Program Representation (JUN 2025);

FAR 52.222-3, Convict Labor (JUN 2025);

FAR 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2025);

FAR 52.222-40, Notice of Employees Rights Under the National Labor Relations Act (JUN 2025);

FAR 52.222-50, Combating Trafficking in Persons (OCT 2025);

FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018);

aFAR 52.222-41 Service Contract Labor Standards (JUN 2025);

FAR 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014);

FAR 52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 (JUN 2025);

FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2022)

DEPARTMENT OF LABOR WAGE DETERMINATIONS: Department of Labor Wage Determination 2015-5317 Revision Number 27 dated July 8, 2025 applies to this acquisition.

Quotes shall include the RFQ number (36C25926Q0090), the proposed unit price, the proposed extended price (for the base and all option years), any prompt payment discount terms, company name, the company point of contact, address, phone number, fax number, e-mail address, Tax Identification Number, Unique Entity Identifier (UEI) number, and business size status.

The full text of a solicitation provision or contract clause may be accessed electronically at the address(es) below:

           http://www.acquisition.gov/far/index.html

           http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm

All information has been posted and there are no other documents available. Offers are to be submitted electronically to the Department of Veterans Affairs, Network Contracting Office 19 (NCO 19) Rocky Mountain Acquisition Center, 6162 South Willow Drive, Suite 300, Greenwood Village, CO 80111 ATTN: Shanta Harrison, Contract Specialist at Shanta.Harrison@va.gov no later than 4:00 P.M. MOUNTAIN TIME ON MONDAY, DECEMBER 05, 2025. Only quotes submitted via email will be accepted. PLEASE INCLUDE THE SOLICITATION NUMBER IN THE SUBJECT LINE OF EMAILS SUBMITTED.

Any questions regarding this solicitation must be submitted in writing to the Contracting Officer no later than 4:00 p.m. MT, Monday, December 01, 2025. All responses to questions received will be posted to the Contracting Opportunities website via an amendment.