36C24819Q0406-003.docx

Performance Work Statement (PWS)

1.0 INTRODUCTION

VA Caribbean Healthcare System, Medical Media Service (MMPS) has a requirement for recurring monthly services that provides cable TV and data for the TVs installed throughout the system (approximately 650). The VA Caribbean Healthcare System is located at 10 Casia Street, San Juan, Puerto Rico, 00921. The Period of Performance will be one (1) base year and four (4) additional option years of twelve months each. This contract will be awarded on a Firm-Fixed Price basis.

2.0 DESCRIPTION / SCOPE / OBJECTIVE

The contractor shall furnish all necessary labor, equipment, supplies and supervision to render herein described services in accordance with contract terms and conditions.

2.0.1 CABLE TV SERVICES: The requirement is for the provision of full internet protocol (IP) video services of 25 channels with the following line up: Telemundo, Wapa TV, WIPR, Univision, NBC PR, CBS, Fox PR, CNN, CNN en Español, Weather Channel, ESPN, A&E, Food Network, HGTV, Travel Channel, Discovery, Animal Planet, The History Channel, TLC, Hallmark, Discovery Kids, Disney Channel, TLN, CW and Home and Health. Contractor is responsible for the installation to bring the IP signal to our Main Facility located in San Juan, Puerto Rico.

These channels will be used for the existing Internet Protocol Television (IPTV) solution already installed at VACHS. This is a non-commercial, closed circuit network.

2.0.2 INTERNET SERVICES: The requirement is for the provision of Internet services of 100 Mbps upload and download through GigE connections that meet level requirements. Data communications over redundant, highly integrated, local Ethernet backbone by providing a wide range of service components, access methods, transmission speeds and support options. Contractor must also provide the necessary hardware to support it.

3.0 APPLICABLE DOCUMENTS

3.1 Glossary. Acronyms used in this SOW are listed below for easy reference:

4.0 PERFORMANCE REQUIREMENTS

4.1 The Contractor shall be responsible for all requirements in accordance with the terms, conditions, provisions and specifications of this contract for the period specified in the schedule. Personnel shall be trained and experienced in providing service, designs, consulting services, analysis, maintenance and repair of IP TV signal.

4.2 The Contractor or his/her Supervisor shall visit the VA Caribbean Healthcare System, San Juan PR with the Contracting Officer (CO), or the Contracting Officer Representative (COR) before performance under the contract for the purpose of performance orientation and site/equipment operation orientation.

4.3 Main external video IP feed from the company shall be completed using multimode fiber optic cable. This cable shall end in the hospital premises, at the Computer Center located at the 3rd floor of Building 1.

4.4 The IP signal will be connected to a server where the content management application will reside. This will be the backbone for the Hospital Internet Protocol Television System (IPTV).

4.5 IP Video feed to TVs shall be accomplished via direct connection to the network closets.

5.0 PERFORMANCE LOCATION AND HOURS

5.1 Primary place of performance is the VA Caribbean Healthcare System, San Juan VA Medical Center, 10 Casia Street, San Juan, PR, 00921.

5.2 Government regular working hours are Mondays through Fridays from 8:00 AM to 4:30 PM. Excluding federal holidays:

Contractor access will be provided by the Government during this time.

5.3 For purpose of pay and leave, the day to be treated as a holiday is determined when one of the above designated legal Holidays falls on a Sunday, the following Monday will be observed as a legal Holiday. When a legal Holiday falls on a Saturday, the preceding Friday is observed as a Holiday by the US Government agencies.

6.0 DELIVERABLES

6.1 Provide IP TV signal with 25 channels as follows: Telemundo, Wapa TV, WIPR, Univision, NBC PR, CBS, Fox PR, CNN, CNN en Español, Weather Channel, ESPN, A&E, Food Network, HGTV, Travel Channel, Discovery, Animal Planet, The History Channel, TLC, Hallmark, Discovery Kids, Disney Channel, TLN, CW and Home and Health.

6.2 Provide Internet access of 100 Mbps upload and download.

7.0 KEY PERSONNEL REPLACEMENT AND SUBSTITUTION

7.1 Requests for approval of substitutions shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the CO and or the COR to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The CO or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

7.2 If the CO determines that, (1) suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or the delivery order in accordance with the proposal accepted by the Government at time of contract award.

8.0 CONTRACTOR PERSONNEL AND MANAGEMENT

8.1 Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this Performance Work Statement (SOW). The Contractor shall maintain the personnel, organization and administrative controls necessary to ensure that the work delivered meets the contract specifications and requirements.

8.2 Security Clearances: NOT APPLICABLE

8.3 Government Badges. The COR will coordinate the issuance of required access badges to Contractor personnel. Contract personnel shall wear laminated identification badges provided by the Government always when performing any task cv. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard. Government issued identification badge remains the property of the Government and shall be returned to the issuing office or other designated Government personnel upon transfer of Contractor employees from the contract.

8.4 Contractor Badges. NOT APPLICABLE

8.5 All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

8.6 Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

8.7 All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

8.8 The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

8.9 Standards of conduct

8.9.1 Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The CO and/or COR may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the CO and/or COR that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this SOW. The Government shall not reimburse the Contractor for any travel, and in this case, travel and other expenses associated with the removal of personnel.

8.9.2 Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

8.9.3 Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

8.9.4 The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the CO prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

9.0 TRAVEL: NOT APPLICABLE.

10.0 NON-PERSONAL SERVICE STATEMENT

10.1 Contractor employees performing services under this SOW shall be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the SOW. Contractor employees will perform their duties independent of, and without the supervision of, any Government official.

10.2 The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

11.0 PERSONNEL QUALIFICATIONS

11.1 The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SOW. The Contractor shall maintain the personnel, organization, and administrative controls necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each contractor employee must contain experience directly related to the task and functions he/she is intended to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any contractor employee for the purposes of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the SOW in an efficient, reliable, and professional manner. The normal manner of dress is business casual.

11.2 Specific Personnel Qualifications Requirements –Personnel assigned to or utilized by the contractor in the performance of this contract shall, as a minimum:

11.2.1 Be a United States Citizen

11.2.2 The Contractor shall confirm qualifications of their personnel.

12.0 PERFORMANCE STANDARDS AND QUALITY MEASUREMENT

12.1 Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

12.2 The performance requirements summary matrix:

Standard

95% can be defined as a maximum of 4 days, non-consecutives, with interrupted service.

Interruption could not be more than 2 consecutive days to be considered an acceptable quality level.

12.3 Service Manuals. VACHS will not provide Service Manuals or technical advice to the contractors. The contractor shall obtain and have on file and make available to its service technician's all operational and technical documentation which are necessary to meet the performance requirements of this contract

12.4 Equipment Tests. Contractor shall provide a copy of current certification for all test equipment repaired by the technicians to the COR or his/her designee after work completion. This certification shall also be provided on a periodic basis when requested by the COR.

12.5 Coverage. On call Help Desk and technicians shall be available 24 hours, 7 days a week.

12.6 Frequency of Service. Contractor shall perform Preventive Maintenance (PM) and / or Repair services on regular working days and hours, which are Mondays thru Fridays from 8:00 am - 4:30 pm, excluding Federal Holidays.

Exception to such schedule may be granted when total loss of the signal or service occurs. Contractor shall provide a monthly schedule of the equipment PM to be performed to the COR for approval. COR will coordinate and notify the contractor with at least five calendar days in advance from the date services will be performed.

All preventive maintenance services shall be scheduled on regular working days and hours. Inspections, tests, diagnosis, and repairs shall be performed as required to ensure the equipment is functional and operational. In case a repair service is performed, the preventive maintenance inspection can be performed simultaneously.

12.7 Response Time. Contractor shall provide a 24 hours emergency telephone number. Upon notification of equipment malfunction by the COR or designee, the contractor shall respond to all service calls made within one (1) hour.

In those instances where the problem cannot be resolved with telephone assistance, a service technician shall report on-site within four (4) hours of initial notification to perform the required work and/or corrective action.

12.8 Repair Services. The Contractor shall provide onsite repair services which may consist of testing for signal quality and replacement of defective or damaged equipment.

The COR or designee shall approve any exception to the repairs and/or PM schedule; if such PM or Repair requires additional cost to the Government. In such cases the contractor shall inform the COR about the additional work required. The COR will notify the CO, which will request the Contractor to provide a written quotation or proposal. A contract modification or a separate purchase order will be provided to the Contractor prior to the performance of any work.

12.9 Reporting Required Service Beyond the Contract Scope. If there are any services and/or repairs not listed herein that the Contractor believes are necessary to maintain the equipment or services in good operational condition, the Contractor shall notify the COR in writing, within twenty-four hours (24) of discovery of the existence or the development of the problem. Contractor shall furnish the COR with a written estimate cost for CO approval prior to perform any work.

12.10 Service Report. A copy of each service report, signed by an authorized employee shall be furnished to the COR or his designee at the conclusion of each service call, preventive maintenance or repair service.

Service reports shall contain at minimum the following information: Company name, service report number date, hours worked, visit reason, detailed description of work performed to include replacement and/or required parts, technician name and signature, IRM representative signature.

If the PM and/or repair services are not completed for any reason (needs parts still pending to receive, etc.) the service technician shall document the service report as detailed as possible and specify the date when he/she shall return to complete the work.

13.0 COMPETENCY REQUIREMENTS

13.1 The contractor shall comply with Joint Commission Accreditation of Health Care Organization (JCAHO) requirements. To comply with JCAHO requirement the contractor shall provide written confirmation that employees are competent to perform the tasks as described in the statement of work in this contract along with employee's credentials.

13.2 The contractor shall have at minimum the number of service technicians required to meet established response times. The Government reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VACHS equipment.

13.3 If subcontractor(s) are used, Contractor shall provide Sub-Contractor Company Name and employees’ information for Government approval. The COR may authenticate the training requirements, request training certificates or credentials from the contractor for any personnel who are assigned to work under this contract.

13.4 Contractor is responsible to maintain the required employee documentation updated such as: Health certificate, Chicken Pox vaccinations, certificate of good conduct, educational documents, and evaluation methods and qualifications standards; on all contracted employees.

13.5 Contractor shall comply with all applicable Federal, State, local and industry safety and health standards and regulations.

13.6 Contractor shall have no felony convictions and no convictions that reflects on the individuals’ reliability.

13.7 All Contractors employees performing work under this contract shall be a minimum of eighteen (18) years of age or as required by local laws.

13.8 All employees shall be literate in English to the extent of reading and understanding printed regulations, detailed written orders, training instructions and material, and shall be able to compose reports, which convey complete information.

13.9 All contract employees shall sign in and sign out including lunch break (if applicable) during his/her work schedule.

13.10 Contractor shall provide backup contract employees during the absence for any reason of any of the employees assigned to work under this contract.

13.11 Backup employees shall comply with contract regulations and specifications.

13.12 Upon contract award Contractor shall provide the name and last four digits of social security number for each employee assigned to this contract along with a Good Conduct Certificate for Government ID issuance purposes. Contractor is responsible to maintain this list updated.

13.13 Contractor and VACHS Furnished Training. The Government upon award of this contract will issue a Contract Employee Handbook covering all safety requirements, and additional regulations that all contract employees shall follow and comply during the contract period. Contractor shall provide copies of all trainings that each contract employee has. VA will provide and schedule mandatory trainings for employees, as required by Joint Commission Accreditation of Health Care Organizations (JCAHO). In addition, Staff must be trained on the latest information security policies and procedures. If contractor offers this training (evidence shall be submitted to the COR) otherwise, COR will coordinate and scheduled security training offered to VA staff.

13.14 The Contractor shall provide to the Contracting Officer and/or COR any necessary documentation pertaining to contract employees as requested.

14.0 SUPERVISION

14.1 The contractor shall arrange for satisfactory supervision of the contract work. The Contractor and/or his Supervisors shall be available at all times, when the contract work is in progress, to receive notices, reports or requests from the CO and/or COR.

14. 2 The Contractor must provide in writing to the CO and COR prior to the contract starting date the name and telephone number of the supervisor and the account number assigned to VACHS.

15.0 MEETINGS

During the term of the contract, it may be necessary to schedule meetings between the Contractor and the VA to address areas of concern and provide additional exchanges of information. Such meetings shall require attendance by the Contractor at no additional charge to the VA. A meeting would only be required if issues could not be resolved via telephone (conference calls) or in writing. Location of meeting will be at the VA Caribbean Healthcare System at San Juan or The Network Contracting Office 8 at the Tres Rios Building Office at Guaynabo, P.R. Attendees should include, but may not be limited to, the CO, COR and the Contractor.