R499--Batch Location Services

Combined Synopsis/Solicitation Notice This is a combined synopsis/solicitation for commercial services 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 will not be issued. The solicitation number 36C24E24Q0131 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05. This solicitation is for full and open competition under the associated NAICS code 513210 with a small business size standard of $47M. The PSC is R499. The Regional Procurement Office (RPO) East on behalf of the VA Puget Sound Medical Center is seeking to purchase BATCH LOCATION SERVICES in accordance with the Statement of Work (SOW). Due to the need for Veteran status information, vendor s existing database must contain information on Veteran status. Vendors must be able to meet the necessary Security Requirements and Privacy Requirements in the SOW. STATEMENT OF WORK (SOW) A. GENERAL INFORMATION 1. Title of Project: VA Cooperative Studies Program Location Services 2. Background: The VA Office of Research and Development (ORD) Cooperative Studies Program (CSP) manages multiple research studies, research data repositories, and research registries whose mission is to advance the health and care of Veterans through cooperative research studies that produce innovative and effective solutions to Veteran and national healthcare problems. A key part of operations and maintenance for these resources is obtaining the best/most up-to-date names, mailing addresses, phone numbers, email addresses, and birth and mortality information on the human subjects included in these research resources. Obtaining updated information ensures the success of research efforts that require contact with these individuals, such as newsletter mailings and recruitment activities. Depending on the needs of a particular research effort, CSP may also request historic data that could date back as far as the mid-1980s. To supplement data from VHA resources, CSP obtains updated information by using a non-federal provider of location services. Location service providers - often affiliated with credit reporting agencies, manage comprehensive databases of public and proprietary records (e.g., USPS addresses and information, mailing lists, property and court records, loan information) that are refreshed daily - must be able to provide proven up-to-date names, contact information, birth and mortality information, and address histories. The location service provider s databases should contain data on all banked US adults (aged 18 years or older) due to the breadth and depth of their data sources; this must include information on Veteran status and Social Security numbers. To accomplish this, VA will securely submit an input finder file containing individuals study codes, names, dates of birth, Social Security numbers, kinship data (for those whose family members are also human subjects), and last recorded addresses and phone numbers if available, to the location service provider. The location service provider will use the input finder file to accurately identify those individuals where VA needs additional data from the location specialist. The input finder file data is matched to the location specialist s data, and then that data, supplemented with location specialist data, is sent to VA. We need to establish a contract with a company that provides comprehensive location services. The cost for these services will be dependent on the number of input records and the search criteria. 3. Scope: CSP will submit requests as needed for names, mailing addresses, phone numbers, email addresses, birth and mortality information, and address histories. The location services will be conducted in batches throughout the performance period and billed monthly, in arrears. 4. Period of Performance: The period of performance (PoP) shall be for a one (1) year base period plus four (4) possible option years. 5. Type of Contract: Requirements Firm Fixed Price Contract. Quantities are best estimates but not guaranteed. 6. Place of Performance: The work will be performed at the contractor s site. B. GENERAL REQUIREMENTS 1. Specific Tasks. CSP will provide the location service provider with (1) an input finder file that contains the records of selected individuals and (2) the search criteria that includes the requested data elements (variables) to conduct the search for the requested information. CSP will submit multiple input finder files with varying search criteria to the contractor for location services within the performance period. Task 1 Customize Output Format The location service provider will customize the output format and run a test of the locator batch services to ensure that results (matches) are presented in a format that meets the needs of CSP; for example, a fixed width text file or delimited text file. A delimited text file is one in which each line of text is a record and the fields are separated by a known character; the character used to delimit the data should be one which does not appear in the data (e.g., pipe symbol). The output format will need to include all input fields (e.g., study code, Social Security number) of all input records, regardless of whether the search yields a match, and disposition. The output format will need to clearly label and define the variables. The contractor will provide CSP with a data dictionary. The turnaround time to build and test a batch should be less than three weeks. The test batch may contain 10-300 input records. The names, contact information, birth and mortality information, and address histories returned from the test batch will not be considered final data for those records that were input; these records will be input again under Task 2. Multiple test files and search criteria may be submitted. Task 1 Deliverables: Sample of matches presented in customized output format within 3 weeks of submission of the input file and search criteria to the contractor by CSP and data dictionary. Task 2 Run Locator Batch Services The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current names, contact information, and birth and mortality information available. Addresses and phone numbers must be ordered in most recent/likely to least likely/previous. Some requests may ask for historic data that could date back as far as the mid-1980s; for example, historic address information that includes dates from 1987 to the present. The output from searches may include the following variables: Mailing addresses (multiple returns) Address, including unit number, or PO Box City State ZIP Code Address match indicator (flag) Dates associated with address (e.g., date last seen, date first seen) Phone numbers (multiple returns, maximum of 3) Area code (3-digit) Local number (7-digit) Phone number match indicator (flag) Dates associated with phone number (e.g., date last seen, date first seen) Phone type (e.g., home/landline, work/office, cell/mobile) Email addresses Deceased indicator (flag) Date of death Date of birth All matches will be presented in a customized output format specified by CSP (see Task 1). Task 2 Deliverables: Matches presented in customized output format within approximately 24 hours of submission of the input file and search criteria to the contractor by CSP. 2. Performance Monitoring. The location service provider will return results in the customized output format via HTTPS (web portal), encrypted email, portable encrypted electronic media, or other VA-approved method per VA security standards (see 8. Security Requirements). Upon receiving the output file from the contractor, CSP will review the file to verify that (1) the number of input records matches the number of output records, (2) the unique identifiers submitted to the contractor matches those returned by the contractor, and (3) the output format matches what was specified by CSP. 3. Security Requirements. C&A requirements do not apply and a Security Accreditation Package is not required. Work does not involve contractor access to VA systems. The location specialist will not collect, process, or store VA sensitive information. The vulnerability lies in the data transmission process. Information will be transmitted via VA-compliant methods where only VA staff will be able to initiate file transfers and connections. These methods will include HTTPS (web portal) and as needed for short-term back-up needs, methods may include encrypted email, portable encrypted electronic media, or other VA-approved methods. For this SOW, encrypted means encryption that meets NIST FIPS-140-2 standards or later/higher. The location specialist will automatically delete the input finder file data provided from VA from their systems at least every 120 days. Data Transmission: The security of the system used to transmit VA information must meet VA standards. Data provided by CSP will be partitioned from the rest of the data used by the location service provider, if possible. The contractor must be able to clearly identify data provided by CSP. Transmission of data will be by HTTPS (web portal) with an associated VA Memorandum of Understanding-Interconnection Security Agreement (MOU-ISA) or other VA-compliant agreement in place. For transmission of data by HTTPS (web portal), the contractor must have a secure website that utilizes HTTPS, a secure login with username and password, and an Internet Protocol (IP) restricted to only allow authorized traffic from whitelisted IP addresses. For transmission of data, the contractor must have an IT system capable of hosting an HTTPS server. The Operating System (OS) of the system hosting the server and the server itself must meet NIST FIPS-140-2 standards or higher/later (i.e., transmission of files must use FIPS-140-2 or higher/later compliant settings). As a backup, encrypted email or portable electronic media may be used. If portable electronic media are used, security requirements include (1) encrypted portable media (e.g., encrypted files on portable hard drive), (2) placing a HIPAA Alert notice with the material (see VA Directive 6609, Appendix A), and (3) shipping via an express tracked mail service. Report of known or suspected security/privacy incident: The location service provider shall report all actual or suspected security/privacy incidents and report the information to the VA Contracting Officer and the COR by telephone or email within one hour of discovery or suspicion of a security/privacy incident. Establishment of a VA Memorandum of Understanding and Interconnection Security Agreement or other VA-compliant Agreement: Location specialist provider will execute VA-compliant Agreement to document the terms and conditions for transmitting data and information resources in a secure manner. The purpose of the Agreement is to establish a management agreement between the Department of Veterans Affairs (VA) and the location services provider regarding the development, management, operation, and security of a system interconnection between VA and the location services provider. Technical details on how the interconnection is established or maintained will be included within the Agreement. A system interconnection is a direct connection between two or more information technology (IT) systems for sharing data and other information resources. The VA uses an Agreement to formally document the reasons, methodology, and approvals for: interconnecting IT systems; to identify the basic components of an interconnection; to identify methods and levels of interconnectivity; and to discuss potential security risks associated with the interconnections. Privacy Requirements a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 4. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). The contractor will not be supplied with GFE. The contractor will be transmitted GFI. The input files will be named as such: {STUDY ID}_{BATCH DESIGN NAME}_n{NUMBER OF RECORDS}_To{CONTRACTOR NAME}-YYYYMMDD_{DF ID} The input files will contain the individuals study codes, names, dates of birth, Social Security numbers, kinship data for those whose family members are also human subjects, and last recorded addresses and phone numbers if available. Additional input files will contain the same variables for the same or different individuals. The file names will be identical except for the study code, batch design name, number of records, date submitted, and DF ID ( data file ID ; a CSP tracking number that identifies the file). 5. Other Pertinent Information or Special Considerations. The location service provider must have extensive experience in large-scale data management and query processing. The location service provider must maintain a comprehensive database of public and proprietary information, using advanced technology to quickly and efficiently deliver specific, in-depth information gathered across thousands of unique data sources. Identification of Possible Follow-on Work: We would like to have the option of four Option Years. Identification of Potential Conflicts of Interest (COI): None. Identification of Non-Disclosure Requirements: During contract performance, the contractor will have access to sensitive information, including individuals names, dates of birth, Social Security numbers, kinship data for those whose family members are also human subjects, and last recorded addresses and phone numbers if available. Packaging, Packing and Shipping Instructions: Information will be transferred via HTTPS (web portal), encrypted email, portable encrypted electronic media, or other VA-approved method. Inspection and Acceptance Criteria: The location service provider will return results in the customized output format via HTTPS (web portal), encrypted email, portable encrypted electronic media, or other VA-approved method. Upon receiving the output file from the contractor, CSP will review the file to verify that the number of input records matches the number of output records, the unique identifiers submitted to the contractor matches those returned by the contractor, and the output format matches what was specified by CSP. 6. Risk Control. All safety issues are addressed under item 8 (Security Requirements). 1.2 PRICING: Delivery Schedule: Base Year: SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Customize Output Format Government-specified format 10-300 3 weeks after search criteria submitted to contractor 2 Run Locator Batch Services Government-specified format Up to 300,000 24 hours after input file submitted to contractor Option Year 1: SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Customize Output Format Government-specified format 10-300 3 weeks after search criteria submitted to contractor 2 Run Locator Batch Services Government-specified format Up to 300,000 24 hours after input file submitted to contractor Option Year 2: SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Customize Output Format Government-specified format 10-300 3 weeks after search criteria submitted to contractor 2 Run Locator Batch Services Government-specified format Up to 300,000 24 hours after input file submitted to contractor Option Year 3: SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Customize Output Format Government-specified format 10-300 3 weeks after search criteria submitted to contractor 2 Run Locator Batch Services Government-specified format Up to 300,000 24 hours after input file submitted to contractor Option Year 4: SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Customize Output Format Government-specified format 10-300 3 weeks after search criteria submitted to contractor 2 Run Locator Batch Services Government-specified format Up to 300,000 24 hours after input file submitted to contractor All interested companies shall provide quotes for the following: B.2 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001A 300.00 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED Base year usage: SOW Task #1: Customize output format | Gov't-specified format | 300 Contract Period: Base 0001B 300,000.0 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED Base year usage: SOW Task #2: Run locator batch services | Gov't-specified format | 300,000 Contract Period: Base 1001A 300.00 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY1 usage: SOW Task #1: Customize output format | Gov't-specified format | 300 Contract Period: Option 1 1001B 300,000.0 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY1 usage: SOW Task #2: Run locator batch services Gov't-specified format | 300,000 Contract Period: Option 1 2001A 300.00 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY2 usage: SOW Task #1: Customize output format | Gov't-specified format | 300 Contract Period: Option 2 2001B 300,000.0 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY2 usage: SOW Task #2 Run locator batch services | Gov't-specified format | 300,000 Contract Period: Option 2 3001A 300.00 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY3 year usage: SOW Task #1: Customize output format | Gov't-specified format | 300 Contract Period: Option 3 3001B 300,000.0 EA ________________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY3 usage: SOW Task #12 Run locator batch services | Gov't-specified format | 300,000 Contract Period: Option 3 4001A 300.00 EA _______________ ________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY4 usage: SOW Task #1: Customize output format | Gov't-specified format | 300 Contract Period: Option 4 4001B 300,000.0 EA _______________ _________________ The location service provider will input the records of the selected individuals and run locator batch services to obtain the most current contact information available. The search may include the following variables: addresses, phone numbers, deceased indicator. ESTIMATED OY4 usage: SOW Task #2: Run locator batch services | Gov't-specified format | 300,000 Contract Period: Option 4 GRAND TOTAL __________________ Please enclose the established price list and description of capabilities and product specifications for the requirement. If Offeror is listing items that are offered on GSA schedule, Offeror shall identify items as being on GSA schedule and reference the contract number. 1.3 INSTRUCTIONS TO THE OFFEROR Please provide quote on company letterhead, purchase order form, or similar vehicle to include Name of Organization, Address, Point of Contact Information, System of Awards Management (SAM) Unique Entity Identifier (UEI) Number, and Company Size. Quote shall contain the following: Reference Solicitation 36C24E24Q0131; A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the RFQ and presenting clear evidence of the ability of the vendor to meet or exceed the tasks/requirements contained in this RFQ; Completed Price/Cost Schedule or similar document, including any discount terms; Cost Because this is a requirements contract, the VA has provided estimated annual usages for Task #1 and Task #2 for each of the base and option years. Enter your prices into the Price/Cost Schedule for each task for the Base and four (4) option years. The quantities are estimates and not guarantees. Note: to be awarded a contract, the quote, including options, must be deemed fair and reasonable. Basis for award resulting from this RFQ will be made to the Best Value Offer that provides a complete package pursuant to the preparation requirements set forth in the RFQ. Evaluations will be in accordance with FAR 13 Simplified Procedures and the Government intends to evaluate quotes in accordance with FAR Part 13.106-2(b)(3) using Comparative Evaluation procedures. The Government will select the quote deemed the best value when compared to all other quotes. The Government will use the value indicators listed below to determine the best value. Lowest price may or may not be deemed the best value. The Government will also directly compare quotes to each other, considering the Technical Quote, Price Quote, and Past Performance. Evaluation Factors for Award: Factor 1 Technical Capabilities All offerors must meet or exceed all requirements and salient characteristics as listed in the Statement of Work. Factor 2 Past Performance Past Performance will be based on the most current CPARS Report. Lack of relevant past performance will be rated as neutral. Factor 3 Price The following solicitation provisions apply to this acquisition: 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) 52.204-6 Unique Entity Identifier (OCT 2016) 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021) 52.217-3 Evaluation Exclusive of Options (APR 1984) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (MAY 2024) 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 Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. Due Date And Submission of Quotes: Quotes shall be submitted via email to Contracting Officer Ms. Shannon Hukriede at [email protected] at or before the exact time specified. Offerors must reference Solicitation 36C24E24Q0131 in the subject line of the email. No telephone requests for information will be considered. Questions will not be considered or accepted. Incomplete packages will be considered nonresponsive. All offers must be received by 1:00 PM EDT, Thursday, September 26, 2024.