ATTACHMENT 1 - Updated PWS.pdf

ATTACHMENT 1 – PWS Amended

Automatic Door Maintenance

Performance Work Statement (PWS)

***Revisions to PWS are in YELLOW***

I. INTRODUCTION:

The James A. Haley Veterans’ Hospital (JAHVH) has a requirement to ensure all facility buildings with automatic doors are operational and are maintained on a routine basis to ensure safe egress for staff and veterans. The Contractor shall furnish all labor, parts, travel, and equipment to provide maintenance and repair services for all automatic doors located at the following locations covered in the Performance Work

Statement (PWS).

• James A Haley Veterans Hospital (JAHVH)

13,000 Bruce B. Downs, Tampa, FL 33612

Building 100 Building 1

Building 2 Building 30

Building 32 Building 36 Building 38 Building 41

Building 42 Building 43

Building 56 Building 68

Building T49 Building T62

Building T72 Building T80 Building T81 Building T82

Building T83

• Types of Automatic Doors @ JAHVH:

1. Single Slide Doors – 46

2. Single Swing Doors - 106

3. Double Slide Doors - 112

4. Double Swing Doors - 120

5. Single Roll-Up Doors - 19

6. Bi-Fold Double Doors - 3

7. Dual-Slide Doors – 2

Grand Total @ JAHVH: 408 Automatic Doors

The requirements above are hereafter referenced as “Maintenance”. The Contractor shall perform to the standards in this contract. This Performance Work Statement (PWS) requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting

Officer and/or the COR within 10 days after contract award. Contractor shall revise this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply.

Definitions/Acronyms/Abbreviations:

a) Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

b) Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

c) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

d) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

e) FSE – Field service engineer

f) Firm-Fixed Price Contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

g) NICET – National Institute for Certification in Engineering Technology

h) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

i) Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran’s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community.

j) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

k) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

l) Performance Work Statement (PWS) - is a statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

m) Weekends, Holidays, Evenings and Nights Hours – WHEN

References:

a) NFPA 70, National Electric Code

b) NFPA 70E, Standard for Electrical Safety in the Workplace

c) NFPA 99, Health Care Facilities Code, Latest Edition

d) NFPA 101, Life Safety Code, Latest Edition

e) NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition.

f) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

g) OSHA Standard 29 CFR Part 1910, Subparts: I, J, R, & S.

h) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart K - Electrical

i) International Electrical Testing Association (NETA) – Maintenance & Testing Specifications

j) Operating/Maintenance manuals and specifications of all components of automatic doors. The

JAHVH will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

II. SCOPE

Contractor shall coordinate monthly inspections with the COR at the JAHVH listed above.

https://en.wikipedia.org/wiki/United_States

Contractor shall be required to sign with the COR after contract award, before beginning a service call, emergency service, etc. When the COR is not available and during WHEN hours, the Contractor shall sign in/out at the Central Energy Plant. Upon completion of preventive maintenance (PM) inspection and/or emergency repair the Contractor shall leave a copy of the service report with the using service and submit to the same location as designated above a service report annotating what repairs, service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, the nature of the problem, the nomenclature of the item repaired (serial number & VA inventory number), and the room number where equipment is located. The service designee and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. NOTE: Failure to furnish a service report or obtain a signed copy of the service report could result in delay of payment or non-payment. The

COR or alternate COR in the using service has the authority to approve/request a service call from the contractor.

Preventive Maintenance (PM):

a. Monthly PM services and inspections shall be performed. The Contractor shall contact the COR to request any deviations from this schedule in advance.

b. Prior to beginning maintenance, the contractor shall perform a visual inspection of the equipment for any previously unreported damage and notify the COR if any damage is discovered.

c. PM shall be performed in accordance with manufacturer’s PM service manual and checklists.

Two (2) copies of the PM procedures must be presented in writing to the Contracting Officer and/or the COR within ten (10) days after contract award.

d. PM visits shall be scheduled to coordinate equipment availability for the FSE. The contractor shall contact the COR five (5) days in advance to schedule a time for equipment PM that is agreeable to the using service and the contractor.

e. Contractor shall identify and replace faulty OSHA required safety decals (i.e., handicap, caution, stand clear, Activate Switch).

f. Contractor shall test and replacing faulty electronic Auto door controllers, batteries, durable parts, and parts which are likely to become faulty, fail, or become worn

g. During the PM visit the Contractor shall perform PM to correct or maintain the equipment to meet or exceed the manufacturer’s factory specifications. Any calibration or repair procedures or adjustments necessary to assure accurate and reliable equipment operation will be performed at this time, e.g., cleaning, oiling, adjusting, replacing parts, etc.

h. The Contractor shall notify the COR in writing (report form) any uncorrected deficiencies.

Written notification shall include the type of deficiency noted, dated, and initialed. Contractor shall immediately notify the COR of any deficiencies, which are a hazard. It shall be the responsibility of the James A Haley Veterans Hospital to take the necessary actions to initiate any

Interim Life Safety Measures (ILSM).

Unscheduled Repairs and Emergency Service:

a. Contractor shall provide a telephone number for repair services assistance. Contractor shall notify the

COR immediately if the telephone number is changed.

b. Contractor shall respond to all service calls by phone normally within two (2) hours but no more than four (4) hours. Contractor shall provide an on-site response time of no more than four (4) hours or next business day if call is made after 1:00 p.m. and be required to repair the equipment and place it back in service within twenty-four (24) hours after notification by telephone call (unless another specified time is agreed to by the COR placing the service call request). Response time is defined as time contractor is first notified until the time vendor arrives on station. Failure to meet the required on-site response or repair time shall allow the Government an option to contact a third-party vendor to provide services. Costs for services provided by a third party shall be billed against the Contractor.

Additionally, the contractor shall immediately report deficiencies that are deemed critical or catastrophic to the Contracting Officer Representative (COR) and Contracting Officer. Prior to beginning repairs, the contractor shall provide an emergency repair quote to the COR and Contracting

Officer, which contains a price breakout for labor (category, estimated number of hours, and hourly rate) and itemized material costs. The emergency service labor rates are determined from the contractor’s offer and are identified in the contract. Travel expenses are not authorized. The

Contracting Officer will review the quote, determine if pricing is fair and reasonable, and exercise a contract modification adding the additional work for emergency repairs.

Parts:

The contractor shall furnish and replace parts to meet equipment specifications. The contractor must have ready access to all replacement parts. Contractor shall maintain a sufficient stock of all parts (meeting manufacture’s design and specification) needed for repair and maintenance of the equipment or be able to secure needed parts within three (3) calendar days. All parts supplied shall meet manufacturer approved specifications. The contract does not cover operating supplies that are consumed during normal operation of the covered equipment. The contractor shall use new parts only. If and when requested, the contractor shall provide the JAHVH with a letter from the manufacturer of the equipment specifying that all parts for the equipment will be sold to the contractor. All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

A. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a

Kickoff meeting or advised the contractor that a kickoff meeting is waived.

B. PERIOD OF PERFORMANCE

This shall be a Firm-Fixed Price (FFP), Requirements Contract. Period of performance will be from the date of award through twelve (12) months, with four (4) - option year periods. Option year periods will be date of award through one year. All options are exercised at the discretion of the government.

C. CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS)

Any changes to this PWS shall be authorized and approved only through written correspondence from the

CO. A copy of each change will be kept in a project folder with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

D. PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service.

Contractor shall have the following responsibilities:

a) Provide licensed and trained personnel to perform the project in the State of Florida.

b) Provide all supervision, labor, and materials to complete all requirements described in this PWS.

c) Contractor shall obtain all necessary licenses and permits required to perform this work required by this PWS, with each having completed the Occupational Safety & Health Administration

(OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach

Training.

d) Contractor shall take all precautions necessary to protect persons and property from injury and/or damage during performance of this contract.

e) Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

f) Contractor shall insure that all areas where equipment is serviced under this contract are left in a clean, neat, and orderly condition.

g) Contractors shall have technical training and evident track records of working experience in

Maintenance and Testing of Automatic Doors and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

h) Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective

Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910, (Subpart I), and NFPA 70E. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

i) Arrange and pay for all proper disposal of waste and debris.

j) Maintain project schedule agreed upon in the purchase order documents.

k) Provide all OSHA site safety for each employee during work.

l) Contractor employees shall have background checks completed.

2. Contractor’s Minimum Requirement:

a) The contractor shall provide a dedicated Account Manager to supervise all delivery of services per scope.

b) The contractor shall always be escorted by a VA employee during Maintenance at all facilities.

E. DELIVERABLES

The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place, and time that the VA has set aside, and all in accordance with the PWS.

Contactor shall provide a copy of the inspection document used (field report) on the day of each performed inspection.

1. TESTING SPECIFICATIONS

All testing, inspections, and calibrations of the Automatic Doors and its associated components shall be in accordance with applicable industry standards and manufacturers recommendations. The initial test schedule shall be submitted to the COR no later than 10 days after award. The inspection schedule shall be submitted to the COR sixty (60) days prior to the start of the next inspection.

F. PERFORMANCE STANDARDS

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). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be by random inspection and monthly monitoring (see Attachment 3 – QASP). At the end of each option year, A Contractor Performance Assessment Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This reporting applies to this contract. https://www.cpars.gov/, https://www.acquisition.gov/.

G. PERIOD OF PERFORMANCE

Contractor shall follow the schedule of specific dates for the Maintenance of the Automatic Doors in the above-mentioned buildings. Schedule must be submitted seven (7) calendar days after contract award notification and prior to performing contract work.

Contractor must provide an annual schedule each calendar year and contact the appropriate COR at least fourteen (14) calendar days in advance of performing maintenance.

For scheduling purposes, the performance of inspection will be required in each campus listed below.

The annual testing period will include 100% testing of all equipment which will be listed on the report.

Any inspections that are performed out of stated cycle shall conform to the existing cycle stated below (quarterly of annual inspection) at no cost to the government.

H. PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 7:00am to 3:30pm /Second Shift: 3:00pm to 11:30pm to include weekends and Federal Holidays. Contractor shall perform all work during first & second shifts to include weekends when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR.

Contractor shall remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report of progress on the project to the COR or authorized personnel.

1. Government normal duty hours are from 0800-1730, Monday through Friday, excluding Federal holidays. There are ten Federal Holidays as follows:

New Year’s Day January 1 Martin Luther King Day 3rd Monday in January

President’s Day 3rd Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4 Labor Day 1st Monday in September

Columbus Day 2nd Monday in October

Veterans Day November 11 https://www.cpars.gov/ https://www.acquisition.gov/

Thanksgiving Day Last Thursday in November

Christmas Day December 25

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday.

When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the

President of the United States of America as a National Holiday.

3. All work that is to be completed during WHEN hours will be done at no extra cost to the government.

III. GENERAL INFORMATION

A. KEY PERSONNEL REPLACEMENT AND SUBSTITUTION

1. The contractor shall provide a list of authorized personnel and phone number listing of all service points of contact to the Contracting Officer Representative no later than 10 days after the award date.

Notification of substitutions or replacement of key personnel 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 Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

2. If the Contracting Officer 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 task order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, (1) Send a letter of correction or cure (2) terminate the contract for default or for the convenience of the Government, as appropriate, or (3) at his discretion, if he finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damage.

3. The Contractor shall replace any absent individual for any period greater than one workday (may be changed) so as to leave a full complement of trained qualified personnel at all times with no disruption of services.

B. CONTRACTOR PERSONNEL AND MANAGEMENT

1. Contractor Personnel

a) The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this PWS or any representative of the

Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this contract, any person whose employment would result in a conflict of interest with the Government’s standards of conduct.

b) The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract.

c) Personal Appearance - Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct.

d) Personnel Courtesy - Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises.

2. Parking - All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the Contracting Officer or COR. Contractor vehicles shall be clearly marked so as to be distinguishable from Government Equipment. Markings shall include, but not limited to, the

Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the contract. Contractor vehicles will follow parking rules while on US government property and is subject to tow if illegally parked. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section.

Failure to park in appropriate/designated parking may be cause for parking violation from the VA Police and may jeopardize the performance of the contract.

3. Identification Badges

a) The COR will coordinate the issuance of required access badges to Contractor personnel.

Contracted personnel visiting any of the locations listed above must always be issued a temporary badge or have an escort with him. Badges will be issued from the location’s visitor’s desk or from the Facilities Management desk. All badges will be returned daily. Contract personnel shall always wear laminated identification badges provided by the VA when present and performing work. 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.

b) Government issued identification badge remains the property of the Government and shall be returned to the issuing office upon completion of work or at the end of the workday, which ever applies.

c) Contractor Badges - In addition to the government furnished badge, Contractor personnel shall always also wear a laminated contractor identification badge when performing services under this

Contract, including when on Government directed travel. The badge will contain a personal picture, name of employee, and Contractor's name. 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.

4. 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.

5. 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.

6. 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.

7. 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 Contracting Officer.

8. The Contractor personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations, and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request.

9. Standard of Conduct:

a) Conduct of Personnel. Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the

Contractor from the responsibility for the work defined in this PWS.

b) The Contracting Officer or designated representative (COR) may require the Contractor to remove any employee performing requirements under this PWS for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action(s) is in the best interest of the

Government.

c) 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.

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

e) The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer 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.

f) Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this PWS. The Contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs.

Employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For purposes of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the methods by which employees will be determined to be under the influence of alcohol or illegal drugs.

10. NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services under this order will 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 PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

11. PERSONNEL QUALIFICATIONS

a) The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control 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

PWS in an efficient, reliable, and professional manner. The normal manner of dress is business casual.

b) Specific Personnel Qualifications Requirements –The contractor shall ensure that all personnel (to include subcontractors) have the appropriate certifications to inspect equipment. All certifications are inspectable by the government.

c) Be a United States Citizen

d) Possess the skills and abilities of performing the work as outlined in this PWS.

e) Specialized Experience: The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. In addition, the Contractor shall comply with all Safety and Operational requirements of the James A Haley Veterans Hospital.

12. INSURANCE

The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation, and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default.

13. CONTRACT AWARD AND ADMINISTRATION DATE

a) The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

b) No contract will be awarded, nor payment made to any individual or entity that appears on the

Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded

Individuals/Entities, or any other Government sponsored list that identifies Contractors as being ineligible for contract award(s).

14. WALK THROUGH

The Government will conduct a site visit during the solicitation period for this requirement as listed below:

James A. Haley Veterans’ Hospital – March 16, 2022 @ 9:00 AM EST.

We will meet at the SCI Lobby at 13,000 Bruce B. Downs Blvd, Tampa, FL 33612

The purpose of the site visit is to provide an opportunity for interested Offerors to ask questions, view the facilities, and for the Government to explain or clarify specifications and requirements. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. SITE VISITS ARE NOT TO ANSWER QUESTIONS. ALL QUESTIONS

HAVE TO BE PRESENTED IN WRITING AND ANSWERED VIA ADDENDUM. THAT WAY, IT

DOES NOT PRESENT ANY ADVANTAGE TO A PARTICULAR COMPANY. SITE VISIT

SHOULD NOT BE TO CLARIFY SPECIFICATION & REQUIREMENTS.

With No Sensitive Data but Requires Training

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

b. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal

Acquisition Regulation (FAR) part 12.

c. A contractor/subcontractor shall request logical (technical) or physical access to VA information and

VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

d. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and

Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

SECURITY INCIDENT INVESTIGATION:

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures.

The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach.

Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

LIQUIDATED DAMAGES FOR DATA BREACH:

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the

Security Incident Investigation section above. Upon such notification, VA must secure from a non-

Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

SECURITY CONTROLS COMPLIANCE TESTING:

On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract. With 10 working-days’ notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.

TRAINING:

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete VA Privacy and Information Security Awareness and Rules of

Behavior Training before being granted access to VA information and its systems.

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Rules of Behavior before being granted access to VA information and its systems.

b. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation

Package is not required for this PWS.

All Contractor, Pharmaceutical Company Representative (PCR), and Healthcare Industry Representatives

(HIR) will coordinate with Contracting Officer Representative for instructions, so they are in compliance with James A. Haley Veterans’ Hospital policies:

HPM NO. 90-25; JANUARY 2014; HEALTHCARE VENDOR ACCESS AND COMPETENCY

HPM NO. 132-04; DECEMBER 2012; SECURITY MANAGEMENT PROGRAM

HPM NO. 132 05; DECEMBER 2012; HOSPITAL IDENTIFICATION PROGRAM

HPM NO. 11-91; MAY 2013; PHARMACEUTICAL COMPANY REPRESENTATIVES

HIR are required to report to MSDU (Room GC-003), immediately after entering the facility. HIR will be required to sign into the monitoring system and print a badge for proper identification. . The

Healthcare Industry Representatives for Nutrition and Food Services, Office of Information and

Technology, and Social Work Services are in included in this policy; vendors (HIR) for Pharmacy

Services are to follow (HPM 11-91) policy. HIR must be sponsored by a physician, a Service Chief, or their designee, for a specified date and a specified case. HIR are not permitted in patient care areas or clinics unless a prior appointment has been made.

Pharmaceutical Company Representative (PCR) refers to anyone acting on behalf of a pharmaceutical company or its business partners for the purpose of promoting the use of items managed under the VA formulary process. These items primarily include drugs, but to a lesser extent also include any medical supplies, nutritional supplements, and similar commodities managed under the VA formulary process.

a. Sign-In: PCRs may visit VA Medical care facilities no earlier than 8:00 a.m. and stay no later than

3:30 p.m., Monday through Friday, unless they receive prior approval from both the Chief of the Service that they will be visiting and the Chief of Pharmacy. Representatives visiting the JAHVH must sign in at the Pharmacy Administrative Office (Located in Trailer 78) and wear a visitor’s badge as well as their company’s personal name badge while in the hospital.

Vendors: Reference Hospital Memorandum Policy Number 90-25 Healthcare Vendor Access and

Competency.

Contractors and/or project managers: Will be issued a PIV/ID badge in accordance with the facility PIV

Policy. Contactors will contact their assigned VA Contracting Officer Representative (COR) for coordination.

Contract Personnel/Sub-Contractors: Contractors are responsible for the daily accountability and identification of all personnel assigned to their respective contract including sub-contractors. Contractors will identify personnel using the following procedures as appropriate.

Construction Project contract personnel will report to the contractor for issuance of a temporary self -adhesive identification badge. This badge will be issued on a daily basis and must include the following information: Company name, project number, date, and name of individual. Contractor will maintain a daily log of all personnel.

Contract personnel not involved in an actual construction project will report to police dispatch for issuance of a numbered badge. A driver’s license or photo ID will be required each day upon entering the facility, in exchange for the badge, and will be given back once the badge is returned to police dispatch.

The contractor will provide Police Service with a list of names for all sub-contract personnel requiring access to the facility. It is the responsibility of the contractor to update the list as necessary.

NPR OPC; CBOCs and Off-site Lease facilities with VA Police staffing: As above with check-in with

VA Police.

Off-site Lease facilities w/o VA Police staffing: Coordinate with COR, Administrative Officer, or Service

Point of Contact.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card

(CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug

Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to

VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with

VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

https://www.va.gov/covid19screen/ https://www.va.gov/covid19screen/