Amendment_2_Attachment_-_Revised_Statement_of_Work_06_07_2023_0002.pdf

RFQ 140D0423Q0673 Personal Assistance Services Amendment 2 – Attachment / Revised Statement of Work

Statement of Work Personal Assistant/Care Support Services

U.S. Department of the Interior Office of the Solicitor

1.0 Background

The Department of the Interior’s (DOI) Office of the Solicitor (SOL), Southeast Region requires contracted in-home Personal Care Assistance /Personal Assistance Services (PAS) to assist a person with performing activities of daily living that an individual would typically perform if he or she did not have a disability, and that is not otherwise required as a reasonable accommodation, including, for example assistance with removing and putting on clothing, eating, and using the restroom. These services differ from services that help the individual perform job-related tasks (e.g., sign-language interpreters for individuals who are deaf, or readers for individuals who are blind or have learning disabilities) or specific job junctions (e.g., reviewing documents).

A PAS shall be provided to employees who, because of targeted disabilities, require such assistance during work hours -unless doing so would pose an undue hardship. PAS differs from medical services and services that are typically performed by someone who often has the job title of "personal assistant." PAS are non-medical services such as helping an individual take off and put on a coat, eat, and use the restroom. These services are needed by individuals whose specific disabilities make it difficult for them to perform such daily living activities on their own.

The Office of the Solicitor’s Southeast Regional Office CRD 2014-02 Sub-Part 3.1. identified the need for this Task Order to provide an in-home Personal Assistance Services (PAS).

2.0 Objective

The objective of this Statement of Work (SOW) is to identify the requirements for daily (full time not to exceed 8 hours per day) personal care services and assistance (PAS) customized to the requirements of a quadriplegic employee for personal and proxy administrative care.

A range of Personal/Proxy Care Services to provide assistance to a quadriplegic employee with getting out of bed, grooming, dressing, hygiene, feeding, holding beverages, light physical movement, 10-minute range of motion stretches, and mobility assistance (i.e. tilting chair every 30 minutes for a pre-determined amount of time).

A range of Administrative Support services include retrieving mail and packages, and assisting with navigating to the designated workstation. Occasional filing, assembling and/or mailing of materials.

Access to SOL computer systems is not authorized nor required.

Additionally, varying administrative support services may also be added throughout the performance of this order. However, PAS required for the employee’s official work-related travel during the Period of Performance shall not be covered under this order.

3.0 Specific Tasks / Requirements

The Government has identified the following staffing requirements:

DIRECT LABOR (LIST Labor Categories) SHIFT

ESTIMATED

DAILY

HOURS

ESTIMATED

NET NO OF

DAYS

Personal Services/Care Assistant (GA) 1 8 249

The contractor shall create a personalized plan of care to provide a range of personal/proxy services to support the designated SOL employee identified as requiring the services.

• The contractor shall plan and coordinate the performance of all tasks.

• The contractor shall plan, monitor, and control costs for all tasks within the contract’s parameters.

• The contractor shall monitor scheduling for all tasks.

• The contractor shall provide feedback, monitor, assess, and act upon those aspects of contract performance requiring corrective action or otherwise need attention.

The following range of personal/proxy care services to provide to a quadriplegic employee includes the following:

• Assistance with getting out of bed

• Grooming

• Dressing

• Maintaining hygiene during the employee’s workday

• Feeding

• Holding beverages

• Light physical movement, 10-minute range of motion stretches, and mobility assistance (i.e. tilting chair every 30 minutes for a pre-determined amount of time).

• Administrative Support to include retrieving mail and packages, assisting with navigating to the designated workstation

• Occasional filing, assembling and/or mailing of materials.

The PAS provider is prohibited from providing any services outside of the list above. The PAS provider is prohibited from providing medical services including but not limited to intermittent catheterization and bowel management/stimulation. In the event the PAS provider is requested to perform tasks outside of the allowed tasking, notification shall be provided to the COR and CO immediately. The contractor or the assigned PAS provider shall not perform services outside of the duty hours of this purchase order including outside payment for additional services.

The contractor shall have demonstrated experience in the following areas:

• Ability to communicate orally to convey, obtain, exchange information, and conduct personal assistance services for a person in a quadriplegic state as warranted by the office.

The government retains the authority and responsibility to review and approve all correspondence produced by the contractors. This includes a review to determine the suitability of the services rendered.

The Government may conduct Quality Assurance reviews to ensure that the contractor’s work product is in compliance with the requirements of this contract. All deficiencies and corrective actions will be documented and provided to the contractor.

Labor Category Region Required Period of Performance (Est.)

Same or similar to Certified

Nursing Assistant (CNA) 1 Personal Assistant Services2

Atlanta, Georgia 7/1/2023 to 6/30/2026

1 The PAS provider shall maintain a Basic Life Support (BLS) certification at all times during the performance of this purchase order.

2 PAS shall be provided to employees who, because of targeted disabilities, require such assistance during work hours -unless doing so would pose an undue hardship. PAS differ from medical services and services that are typically performed by someone who often has the job title of "personal assistant." PAS are non-medical services such as helping an individual take off and put on a coat, eat, and use the restroom. These services are needed by individuals whose specific disabilities make it difficult for them to perform such daily living activities on their own.

3.1 Other Direct Cost (ODC)

Other direct costs, which include, but are not limited to miscellaneous supplies and professional training for the contractor’s support personnel are not within the scope of this contract. At no point within the performance of this purchase order should the contract provide the recipient of services supplies or additional household materials not directly related to the PAS performance (gloves, antiseptics, disinfectants, etc.).

4.0 Responsibilities

All work shall be in conformance with all Government regulations and policies including the Federal Acquisition Regulations.

All labor categories from this Purchase Order are expected to perform basic duties and functions including shared tasks. Basic duties include desk phone coverage, greeting and escorting visitors, delivery of requested items throughout the duty station as well as to and from offices in the local area and within a 50-mile radius. Additional duties may include administrative and clerical functions such as filing, copy services, faxing, packaging items for shipping and mailing, and calendar management. Some other duties that are shared by all include support and assistance with planning, preparation, and clean-up for official functions at the office location.

The Government retains the authority and responsibility to review and approve all correspondence produced by the contractor. This includes but is not limited to reports or care or other reporting documents required by the contracted vendor. The Government will identify a primary contact in DOI to assist in the processing of any appeal. The Government will conduct Quality Assurance reviews to ensure that the contractor’s work product is in compliance with the requirements of this contract. All deficiencies and corrective actions will be documented and provided to the contractor.

4.1 Requirements

The contractor shall report to and work directly with their assigned SOL client to provide services as outlined in this statement of work.

4.1.1 Requirement 1: proven record of caregiving in accordance with requirements and objectives.

4.1.2 Requirement 2: strong interpersonal working skills.

4.1.3 Requirement 3: dependable in attendance.

4.1.4 PSC/UPC: PSC 401 Support- Professional: Personal Care (Non-Medical) / R699 – Other Administrative Support Services

Government

• The Government will provide information and guidance on applicable Federal or Department regulations affecting critical aspects of the task.

• The Government, through the Solicitor’s Office, will monitor work progress, evaluate milestones, and provide appropriate feedback to ensure that the work adheres to the purchase order and that the work proceeds according to identified timelines.

• The Government will conduct Quality Assurance reviews to ensure that the Contractor’s services are in compliance with the requirements of this Contract with respect to determining relevance, responsiveness, and confidentiality/privilege/ protection issues. All deficiencies and corrective actions will be documented and provided to the Contractor.

• The Government will identify the point of contact(s) in the Solicitor’s Office who will serve as the Contracting Officer’s Representative for the engagement.

Contractor

• The Contractor shall plan and coordinate the technical performance of all tasks.

• The Contractor shall monitor scheduling for all tasks.

• The Contractor shall provide feedback, monitor, assess, and act upon those aspects of contract performance requiring corrective action or otherwise needing attention.

• The Contractor shall provide a monthly status report with each invoice.

• The Contractor shall timely submit all invoices for remittance

4.2 Contingency Plan

The contractor shall provide a draft contingency plan at the time of quote submittal and a final contingency plan five days after the start of the period of performance. This plan should include the contractor’s methodology in ensure services are continuous in the event of a scheduling deviation (scheduled and unscheduled leave of the PAS provider). This plan shall include the following:

• Methodology of scheduling including schedule deviations (seen and unseen)

• Notification of changes in schedule

• Backup plan for deploying reserve personnel

• Plan for weather related emergencies

4.3 Monthly Status Report

The contractor shall document the efforts performed in the completion of each task in a detailed Monthly Status Report due on or before the 10th calendar day of each month. Failure to provide the monthly status report may result in the delay of invoicing for that period. Reporting requirements for the monthly status reports will be outlined at the initial kick-off meeting. The status report shall include, at a minimum:

a) Contractor Accomplishments:

The monthly status report shall summarize the work accomplished by support personnel in all positions for all tasks areas outlined in this SOW. Summaries shall include but not be limited to the following information:

• Number and type of actions completed (current month and cumulative)

• Name of the contract employee who completed each action

b) General Status Information:

The monthly status report shall include the following general status information if applicable during each reporting period:

• Program status, including work completed, and work that remains outstanding

• Issues or obstacles impeding progress and recommended solution

• Status of deliverable/milestones

• Issues and resolutions

• Resource planning/status

• Topics or issues identified by the government COR

c) Burn Rate Management and Reporting Information:

The monthly status report and/or invoice shall include at a minimum the following financial status information:

• Total Purchase order Labor Hours (current month and cumulative)

• Total Purchase order Labor Dollars Expended (current month and cumulative)

• Total Contract Labor Dollars Expended (current month and cumulative)

4.4 Deliverable(s):

In fulfillment of this effort, and unless otherwise agreed upon, the contractor shall provide the following deliverables to the Contracting Officer’s Representative (COR) in accordance with the following schedule. All personal care services are Monday through Friday.

Deliverable Due Date

Monthly Status Report No later than the 10th of every month Invoice Shall be provided monthly

Contingency Plan At the time of quote submittal (draft plan) and five days after the start of the Period of Performance (final plan)

5.0 Period of Performance:

The period of performance for the Purchase Order shall be for one (1) year base period; (2) one year option periods.

PERIOD OF PERFORMANCE

Base Period (12 months) – 7/1/2023 - 6/30/2024 Option Period I (12 months) – 7/1/2024-6/30/2025

PERIOD OF PERFORMANCE

Option Period II (12 months) – 7/1/2025-6/30/2026

5.1 Place of Performance

The contractor will work on-site (personal residence - address to be provided). In the event the Government’s office location is required to change due to loss of existing location due to change in lease, fire or other catastrophic events, the Government will notify the contractor in writing of the change and will arrange to move equipment and supplies at the Government’s expense

PLACE OF PERFORMANCE

Regions Cities (“local locations”)

Atlanta, GA Personal Residence Address To Be Provided

5.2 Hours of Work

The contractor’s personnel are expected to conform to normal operating hours. The normal duty hours will span from 7:00 AM to 7:00 PM (local time) Monday through Friday (not to exceed 8 work hours per day; Duty hours must include at least 30 minutes per day unpaid by the government for lunch or break) with the exception of Federal Government holidays, with an allowance for periodic breaks throughout each day, but dictated by the SOL recipient’s duty schedule. The Government will coordinate with the vendor to determine the appropriate duty hours and work schedule flexibilities for the position. Daily hours worked shall not exceed 8 hours without prior authorization by the Contracting Officer’s Representative.

Should overtime become necessary, it must be approved in advance by the Contracting Officer’s Representative with OT pay IAW the Federal Labor Standards Act (FLSA) and the Service Contract Labor Standards (SCLS).

5.3 Payment for Unauthorized Work

No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer (CO). Only a duly appointed CO is authorized to change the specifications, terms, and conditions under this purchase order.

5.4 Government Furnished Equipment

There is no government-furnished equipment required for this task. If required, all related equipment and office supplies necessary to perform the duties defined in the Statement of Work and Labor Category definitions will be provided by the requesting SOL employee (Client).

5.5 Contracting Personnel Security and Suitability Requirements The contractor(s) performing the duties defined in the Statement of Work will not be required to successfully obtain and maintain a security background investigation related to the position.

The Government reserves the right to review resumes of any contractor personnel for position suitability prior to the final selection of contractor personnel.

The Contractor shall be responsible for managing and overseeing the activities of all contractor personnel, as well as subcontractor efforts used in the performance of this effort. The contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the

SOW.

5.6 Disclosure of Information

Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom the information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

5.7 Limited Use of Data

Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in the performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or contractor personnel shall not divulge, or release data or information developed or obtained in the performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the Contracting Officer.

The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

5.8 Section 508 Compliance

The Program Office (Office of the Solicitor) has reviewed www.buyaccessible.gov to determine if the services being procured are subject to Section 508 Requirements. This effort requires the Contractor to provide Litigation, Administrative, and Program Support Services. As such, any/all services procured through this effort do not meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended.

The www.buyaccessible.gov site indicated: “Based on your responses no Section 508 Requirements are determined to apply.”

6.0 Government Representatives

The Contracting Officer’s Representative (COR) for this contract is: Terrie M Musgrove

The COR will be responsible for technical monitoring of the contractor’s performance and deliverables.

The CO and the COR shall work together to ensure that all contractual requirements are being met. The http://www.buyaccessible.gov/ http://www.buyaccessible.gov/

COR will interpret specifications or technical portions of the work. The COR is not authorized to perform, formally or informally, any of the following actions:

(1) Promise, award, agree to award, or execute any contract, contract modification, or notice of intent that changes this contract;

(2) Waive or agree to a modification of the delivery schedule;

(3) Make any final decision on any contract matter subject to the Disputes Clause;

(4) Terminate, for any reason, the contractor’s right to proceed;

(5) Obligate in any way, the payment of money by the Government. Only a warranted Contracting

Officer (CO) is authorized to obligate funds on this or any other contract action.

The contractor shall immediately notify the CO in writing if the COR has taken an action (or fails to take action) or issues directions, (written or oral) that the contractor considers to exceed the above limitations.

The contractor shall provide the CO information copies of all correspondence to the COR.