36C24822Q0975 ATTACHMENT B - Perfromance Work Statement.pdf

36C24822Q0975 ATTACHMENT B- PWS

PERFORMANCE WORK STATEMENT (PWS)

FUEL STORAGE TANKS SYSTEM TESTING, MAINTENANCE & REPAIR SERVICES

SECTION I

1.0 GENERAL: This Performance Work Statement (PWS) sets forth the contract performance requirements for the compliance inspections, testing, monitoring, product pumping/hauling, fuel removal and tank cleaning, painting, repair of Government owned/Government–operated fuel storage tank system. The fuel storage tank system comprises of aboveground storage tanks, underground storage tanks and associated fuel supply piping system at VA Caribbean Healthcare System (VACHS) facilities in San Juan Medical Center, Ponce Outpatient Clinic (POPC), Mayaguez Outpatient Clinic (MOPC) and Carolina Warehouse. The fuel storage and distribution systems provide diesel, gasoline and ethanol fuel to 24 hours per day, seven day per week, 365 days per year basis facilities operations such as steam generation plants, government vehicle fleet fuel station and emergency standby power.

2.0 SCOPE: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, management services necessary to perform inspections and testing to Aboveground Storage Tank (ASTs) and Underground Storage Tanks (USTs) as required in this Performance Work Statement. The contractor shall perform to the standards in this contract. The Contractor shall abide by all laws, rules and regulations applicable to fuel storage tanks operations. All services must comply with the Performance Work Statement (PWS) and all applicable federal, Puerto Rico laws and regulations.

3.0 BACKGROUND: The VACHS is committed to the protection of the environment and compliance with all applicable environmental protection laws. The VACHS facilities have a Fuel Storage Tank Management program in place to address operation and maintenance, monitoring, record-keeping requirements & procedures; and organizational mechanisms designed to prevent or limit accidental release of petroleum, oil and lubricants (POL) to surface water, groundwater, or soils.

4.0 OBJECTIVES: General performance objectives includes but are not limited to:

• Ensure functionality and operability of the fuel storage and distribution system at

VACHS facilities.

• Be in full compliance with inspections, testing and UST and AST operations as required by the US Environmental Protection Agency (USEPA) and Puerto Rico Department of Natural Resources and Environment (PRDNER) Storage Tank Regulations and Spill Prevention Control and Countermeasures (SPCC) Rules and Regulations.

• Protect the natural resources and environment while maintaining mission essential facilities operations such as emergency generators, steam generator plants, and vehicle fleet activities.

5.0 DESCRIPTION OF SERVICES. The Contractor shall provide all labor, equipment, transportation, tools, supervision, and other items and services necessary to provide inspection, cleaning, testing, calibration, maintenance and repair of underground storage tanks (USTs) with auxiliary equipment and systems in VA Caribbean Healthcare System facilities. The Contractor shall provide the activities necessary to ensure eleven (11) USTs and twenty-eight (28) ASTs at VACHS are in compliance with UST regulations and AST regulations. These activities include performing the required tests, inspections, maintenance and repairs (if needed) to ensure UST/AST compliance. The VACHS USTs tank capacity ranges from 15,000 to 20,000 gallons; and from 225 gallons to 10,000 gallons for ASTs.

The contractor shall provide annual 3rd party compliance inspection, monthly inspections, cathodic protection testing and maintenance, lid painting, signs and labels, automatic tank gauge (ATG) monitor maintenance, routine maintenance, and all required reports. The contractor shall provide the COR with documented recommendations for proper operation of systems after inspection if required. The Contractor shall coordinate worksite activities with all applicable personnel to ensure the protection of human health and the environment, the prevention of damage to property, utilities, materials, supplies, equipment, and the avoidance of work interruptions. The Contractor shall provide physical security to work areas with security equipment and personnel.

5.1 PERIOD OF PERFORMANCE: The proposed contract action is anticipated to be issued as a Firm-Fixed price award. This contract will be comprised of a base year and

(4) option years. The performance period for the base year will be of twelve months beginning on the date of award, and option periods will be of twelve months each, thereafter, issued at the discretion of the Government.

5.2 BASIC SERVICES

5.2.1 The contractor shall provide basic services to ASTs/USTs and auxiliary equipment/systems in order to maintain them in a functional, capable, safe, efficient and economical condition. Required USTs, ASTs and auxiliary equipment/systems under this contract are listed in Technical Exhibit 1. The contractor shall conduct testing, maintenance, repairs, cleanup, treatment and provide supporting services for environmental documentation including but not limited to permitting, training, etc. to AST/USTs and auxiliary equipment under this contract. Contractor must have experience working Veeder Root Automatic Tank Gauging (ATG) system and Tracer Assembler/Building Automated System and have previously prepared environmental documentation for regulatory agencies submittals. The contractor shall provide the recognized industry standard maintenance procedures. The following work tasks are requirements to be performed under this PWS.

5.2.2. Fuel Quality Inspections: The contractor shall conduct quarterly inspections to determine the fuel quality at fuel storage tanks at VACHS San Juan Medical Center, Satellite Clinics in Ponce & Mayaguez; and Carolina Warehouse. These inspections will be conducted monthly to adequate assess the fuel quality at storage facilities as required by The Joint Commission (TJC) EC 02.05.07 EP 8 and the National Protection Fire Agency (NFPA) 110 Standard for Standby Generator Fuel Testing in Public Facilities. The inspection will include at a minimum determination of sediment, water, and/or particulates accumulation, visual/odor presence, observations, and fuel treatment recommendations.

Contractor must demonstrate proficiency and experience on fuel treatment and monitoring of fuel storage facilities.

5.2.3 Fuel Treatment Requirements: The contractor shall conduct fuel treatment to remove contaminants present (e.g., water, sediments, particulates, bacteria etc.), if necessary, a fuel sample may be collected to determine if additional treatment are still required. Fuel oil/water separator and filtration process are the preferred treatment methods along with the VACHS approved product to reduce bacteria growth and water/sediment accumulation. Fuel treatment inspection report will be prepared with colored photographs and information documenting presence of water, particles, sediments accumulation and any corrective actions, samples collected and implemented treatment. Monthly UST/AST Fuel Quality Checklist and Fuel Quality Treatment Log will be prepared and maintained by contractor to document tasks under this section.

Contractor is required to prepare fuel quality monitoring and treatment procedure for government evaluation prior to be implemented at VACHS sites. If fuel/product water waste is generated from fuel filtration and treatment process, waste shall be collected by contractor and transferred to the Government for proper storage and disposal. The contractor shall also handle/comply with federal, state, and local requirement for any task involving the transportation of contaminated materials to VACHS San Juan facility.

5.2.4 Pressurized Tests: The Contractor shall perform annual Line Lightness Tests (LTT) and annual Precision Tank Tightness tests (TTT) (volumetric tests, ullage tests pressurized Tightness Tests) to the Fuel Storage System units listed on Technical Exhibit

1. The Contractor shall be responsible for ensuring that all equipment is properly calibrated prior to beginning a test. Any test equipment not properly calibrated shall be replaced with calibrated equipment prior to performing any test. The Contractor shall validate the test data and report certified results to the COR.

• Aboveground Storage Tank (AST) Tank Tightness Tests (TTT) San Juan, Ponce, and Carolina Warehouse

• Aboveground Storage Tank (AST) Line Tightness Tests (LTT) San Juan, Ponce, and Carolina Warehouse

• Underground Storage Tank (UST) Tank Tightness Tests (TTT) San Juan

• Underground Storage Tank (UST) Line Tightness Tests (LTT) San Juan

If tanks do not have access ports to be tested by pressurized test, then an inspection report must be issued to document the tank has structural integrity and no leakage.

5.2.5 Annual Testing: The contractor shall conduct annual testing to mechanical leak detectors, overfill prevention devices e.g., automatic shut-off devices, and spill prevention systems including but not limited to spill buckets and tank sump containers. ASTs/USTs and auxiliary equipment, including but not limited to those listed in Technical Exhibit 2.

5.2.6 Compliance Inspection. Contractor shall provide all labor, equipment, tools, supervision, to perform inspections repairs, monitoring, and documentation. The Contractor shall conduct monthly compliance inspections to all UST and ASTs, associated piping to insure proper functionally of equipment. contractor shall perform recurring, systematic, and periodic maintenance as required to maintain ASTs/USTs and auxiliary equipment, including but not limited to those listed in Technical Exhibit 2. USTs, ASTs and their auxiliary equipment/systems listed in Technical Exhibit 1 shall be inspected on a monthly basis and tested in accordance with the manufacturer’s recommendations/instructions, recognized industry standards and USEPA and PRDNER UST regulations. The minimum required work elements are listed in Technical Exhibit 3 of this PWS.

The contractor shall maintain all signs, labels and painting of tank areas including but not limited to pipes, manholes, lids, vents, secondary containments, bollards, stairs, storage tanks to meet the requirements of American Petroleum Institute (API), Steel Tank Institute (STI) National Fire Protection Agency (NFPA) and all other Department of Veterans Affairs (DVA), federal, state or local codes and regulations. All materials required to maintain signs, labels and painting shall be parts as stated in section 9.

The Fuel maintenance program is established to ensure safe and operational performance of storage facilities. Minimum requirements of maintenance work and frequency are described in Technical Exhibit 3. The contractor shall conduct tests to UST/AST facilities and associated piping system under cathodic protection and/or isolation by coating/painting to determine whether the protection is adequate as per requirements listed and frequency on Attachment 1. The corrosion protection system must be certified by competent authority and/or a corrosion expert in accordance with section 5.2.9. The Contractor shall be responsible for ensuring that all equipment is properly calibrated prior to beginning a test. Any test equipment not properly calibrated shall be replaced with calibrated equipment prior to performing any test. The Contractor shall validate the test data and report certified results to the COR.

5.2.6.1 Walkthrough Inspections. Walkthrough Inspections shall include but are not limited to draw off collected water from inside the containment sumps and secondary containment; document overall operational site conditions; and removal of debris from spill buckets; fill and monitoring ports; inspection of tank, piping and dispensing pumps when applicable. Any deficiencies noted during the inspections must be inform immediately to the COR and reported them in accordance with paragraph 5.3. All supplies necessary for the proper routine maintenance of tanks shall be approved by the CO/COR and supplied by the contractor on a reimbursable basis as stated in paragraph 9.

5.2.7 Tank Inspection/Cleaning Requirements. The contractor shall clean and inspect all ASTs/USTs under this contract, to include associated fuel connecting pipes and filters/separators/strainers in accordance with accepted commercial practices. This service shall be provided as necessary. After completing cleaning of each tank, a visual inspection shall be conducted jointly with the contractor and the COR. If any deficiencies are found during the inspection, the contractor shall correct them and conduct re-inspection at no additional charge to the Government. After acceptance of tank cleaning by the Government, the contractor shall pump all usable gasoline or diesel fuel oil back into the tank. A commercial standard pressure test of the system shall be performed, and written certification of the results will be furnished to the government.

5.3 REPORTS

5.3.1 Task Coordination and Task Performance Report. The contractor shall visit the COR’s office after 7:00 am on each scheduled performance day in order to confirm the performance schedule between the COR and the contractor. The contractor shall provide performance reports and submit within 5 days of completion to the COR by email after completion of each task. Refer to Technical Exhibit 2 for deliverables. At a minimum, Performance report shall include the following information:

(1) Installation name

(2) Tank number

(3) Date and time work performed

(4) Licensed technician performed the service

(5) Description and method of service performed

(6) Inspection, testing, calibration and/or maintenance data

(7) Conditions of serviced equipment and/or systems

(8) Signature of Contractor Representative

5.3.2 Deficiency Report. When any deficiencies are identified on ASTs/USTs and/or auxiliary equipment and systems under this contract, the contractor shall inform the CORs immediately via verbal or written notification email or by phone. The contractor shall report to the work location within 24 hours, survey the repair, and provide the COR an estimated cost of repair. The contractor shall commence repair work after approval from the COR. Repairs should be accomplished within two (2) business days unless otherwise approved by the COR. For same day repairs, contact the COR with description of work to be accomplished, estimated labor hours and cost of parts for immediate approval. All repair work shall be in accordance with normal commercial practices. The contractor shall submit the deficiency report to the COR within five (5) days. The deficiency report shall include at a minimum the following information:

(1) Installation name

(2) Tank number and equipment/system name

(3) Date of failure

(4) Description of failure (picture, drawings, etc.)

(5) Justification (if repair is not accomplished)

(6) Description of repair work (drawings, pictures, etc.)

(7) Material list (description of article, quantity, catalogue-cut, pictures, etc.) for repair

(8) Proposed repair schedule

(9) Cost estimate

(10) Submission date of the report

5.3.3 Annual Schedule. The contractor shall submit an annual schedule to the Contract Officer Representative (COR)/Program manager or designee to obtain approval within 15 days from contract award and the start date of each option year. The annual schedule shall show the order in which the contractor proposes to perform the inspection, cleaning, testing, calibration and maintenance services, the dates on which the contractor will start each work element and the scheduled date for completion of each element.

6.0 RECORDS: The contractor shall be responsible for creating, maintaining government required records that are specifically cited in this PWS or required by the provisions of a mandatory directive listed in Technical Exhibit 2, Applicable Publications and Forms. The contractor shall provide the original record or a reproducible copy of any such record within five (5) working days of receipt of the request. The records of inspections shall be kept and made available to the government throughout the contract performance period.

It must specify areas to be inspected on either scheduled or unscheduled basis, how often the inspections will be accomplished to include the titles of the individuals who shall perform the inspection. The documentation shall be made available to the government after contract completion until final settlement of any claims under this contract.

7.0 REGULATORY FRAMEWORK. Puerto Rico Department of Natural Resources and Environment (PRDNER) Underground Storage Tanks Regulations, and United States Environmental Protection Agency (USEPA) 40 Code of Federal Register (CFR) 280, Underground Storage Tank Regulations are the state and federal compliance requirements for USTs and associated piping that store petroleum and hazardous substances and USEPA 40 CFR 112 for Spill Prevention and Countermeasures Control (SPCC) regulations. The Contractor is responsible for being knowledgeable of and adhering to the following documents, policies, rules and regulations:

• Federal Energy Policy Act (EPAct) Requirements,

• Underground Storage Tank Federal (40 CFR Part 280)

• Puerto Rico Department of Natural Resources and Environment UST

Regulations,

• All related AST/UST policies and manufacturer’s instructions.

• Spill Prevention Control and Countermeasures (SPCC) Regulations (40

CFR 112).

7.1 The contractor shall perform all applicable U.S. Federal, Puerto Rico laws and regulations and Department of Veterans Affairs (DVA) guidance and apply procedures and protocols as required. All work specified under this program shall be performed in accordance with accepted industry standard, such as, but not limited to, the American

National Standards Institute (ANSI), American Petroleum Institute (API), National Fire Protection Agency (NFPA), Petroleum Equipment Institute (PEI), and any standards applicable for this contract.

8.0 OVER & ABOVE. Major repairs costing over $3,000.00 such as tank equipment upgrades, tank cleanings, and coating application for steel tanks shall all be considered over & above services. These services are to be notified to Program Manager in writing and accompanied with at least three (3) competitive quotes, for government evaluation and approval. Once approved, such additional parts and/or repairs are to be processed via supplemental agreement and a completion date will be established.

9.0 REIMBURSABLE PARTS AND MATERIALS. When approved by the CO, the contractor shall be responsible to obtain all parts and materials necessary for the performance of this contract and shall be reimbursed at cost. Contractor shall obtain pricing from at least 3 suppliers for parts or materials in excess of $5,000.00. For the purpose of reimbursement, the contractor must submit invoices and supporting documentation to Program Manager and CO for all parts and materials for review prior to submitting invoices. Vendor receipts must be original.

10.0 EMERGENCY SERVICES. The Contractor shall perform emergency response to situations arising from fuel storage activities. The Contractor shall perform emergency repairs to facilities, systems, improvements, or utilities damaged in the course of executing the contract requirements. Emergency service calls will be classified as emergency at the discretion of the CO. Generally, emergency calls consist of correcting failures that constitute an immediate danger to personnel; threaten to damage property and the environment and/or threaten to disrupt activity operations. Urgent service calls will be classified as urgent at the discretion of the CO. Generally, urgent calls consist of providing services or correcting failures which do not immediately threaten personnel, property, or activity missions, but will soon inconvenience and/or affect the health or wellbeing of personnel, and lead to property damage and to the environment. Routine service calls will be classified as routine when the work does not qualify as an emergency or urgent call.

The contractor shall respond accordingly for emergency and urgent calls. A log shall be maintained of all service calls received; a description of the problem or requested work, date and time received location name and number. The contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. Upon notification by the contracting officer through the issuance of a delivery order, the contractor shall perform emergency or special event grounds maintenance required in areas covered under this contract. Upon notification of an emergency, the contract manager shall respond within one (1) hour to meet with the contracting officer and COR and initiate emergency services on-site. Upon receiving direction by the contracting officer, contractor personnel shall begin emergency work within two hours.

11.0 SAFETY AND HEALTH STANDARDS. The contractor shall coordinate worksite with applicable personnel to ensure the protection of human health of employees and the environment, the prevention of damage to property, utilities, materials, supplies, and equipment; and the avoidance of work interruptions. For these purposes, the contractor shall comply with OSHA Safety and Health regulations. The contractor shall initiate and maintain programs to comply with the provisions of the Occupational Safety and Health Standards Act (OSHA) concerning handling of potentially hazardous substances as it pertains to fuel storage, flammable and combustible liquids (OSHA §1910.106 standards) and requirements in confined spaces (OSHA §1910.146 and §1926 Subpart AAA).

12.0 OPERATIONS IMPACT MISSION. If during the evaluation of the AST/UST system components requires repairs or replacement, the Contractor shall notify to the COR the required time for these operations to adequately allocated resources and adjust VACHS operations. If an AST/UST system needs to be out of service or temporary shutdown, this determination shall be determined by the Government and the contractor after evaluation all existing conditions. It is essential that VACHS operations must not be affected and therefore the AST/UST system must be operational at all times unless unforeseen conditions are presented.

11.0 Public Laws and Statutes

The Contractor shall comply with the issue or version (including all changes and amendments) of federal, state and local environmental statutes and regulations in effect of date of issuance of this delivery order, including, the applicable portions of the documents cited in the basic contract. The contractor shall comply with the issue or version of the instructions, regulations, policies and other documents in effect on the date of issuance of this delivery order, including but not limited to the documents cited herein.

11.1 Environmental Protection Planning Requirements. The basic contracting requirements are as follows: 1) Provide and maintain environmental protection as required, during the life of the contract, 2) Plan for provide environmental protection measure to control pollution that develops during normal construction activities or project execution, 3) Plan for provide environmental protection measures required to correct conditions that develop during the construction of permanent or temporary features associated with the project, and 4) Comply with federal, state and local regulations pertaining to the environment including, but not limited to, water, air, and ground pollution.

11.2 Environment Protection Planning. All contractors shall be required to demonstrate that they can comply with all applicable environmental laws and regulations. It is the responsibility of each contractor to ensure environmental compliance requirements are properly identified and addressed in all meetings, site visits and included in all contracts plans and submittals.

11.3 Spills. The contractor shall take all necessary precautions to prevent spills of hazardous materials to include oils and hazardous wastes. In the event of a spill, the contractor shall immediately notify and report to VACHS Operations Control Center at

787-641-7582 ext. 110264. The contractor shall ensure that the applicable requirements of federal and state regulations spill provisions are complied with. The contractor shall have on hand the necessary resources (Absorbent pads, booms, and spill absorbent materials, drain plugs) to properly respond to and clean up any spill caused by their operations. Any direction from the CO or COR concerning a spill or release that is required to protect human health or the environment shall be immediately and properly executed.

11.4 Releases to Waterways. Discharges of any petroleum, oil and lubricants, hazardous material, sewage, or other regulated substances to waterways, including storm drains, ditches or similar contrivances are strictly prohibited. Contractor shall employ all necessary measures to preclude contamination of waterways from the site.

12.0 GENERAL INFORMATION

12.1. Contract Manager. The contractor shall provide a contract manager who shall be responsible for the work. The name of this person, and an alternate(s) who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all matters relating to this contract.

12.2 The contract manager or alternate shall be available during normal duty hours meet the COR to discuss problem areas. The contract manager shall provide an emergency contact number for an emergency situation.

12.3. Contractor Employees. The contractor is required to provide employees who have at least (five) 5 years of experience in the similar work of this requirement. The contractor personnel shall also possess the following listed certificates/licenses at for the life of the contract:

(1) Petroleum Mechanic

(2) Inspection/Testing Engineer or Technician for Underground Storage Tanks

(3) Electrical License

(4) Certified Cathodic Protection Technician

When performing work or operating equipment in direct support of VACHS within the Contractor’s quality management system, including requirements for Petroleum Equipment Standards. The Contractor shall keep its employees trained and certified in order to properly perform tasks requiring certification. The Contractor shall ensure all employee certifications are shall be submitted to CO for proper recording of training.

12.3.1 Competent Authority and/or Corrosion Expert. Corrosion expert means a person who, by reason of thorough knowledge of the physical sciences and the principles of engineering and mathematics acquired by a professional education and related practical experience, is qualified to engage in the practice of corrosion control on buried or submerged metal piping systems and metal tanks. Such technician must be accredited or certified by National Association of Corrosion Engineers (NACE) or a competent the industry standard authorities. Corrosion Experts shall possess appropriate certification or licensing that includes education and experience in corrosion control of buried or submerged metal piping systems and metal tanks.

12.4 Removal of Contractor’s Employees. The contractor shall utilize only experienced, responsible and capable employees in the performance of this contract. The CO may require that the contractor remove from the Government job any of his/her employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

13.0 Security Danger Warning, Accident Prevention, Fire Prevention and Fire Protection Requirements. The contractor shall comply with all pertinent requirements of the OSHA, NFPA and DVA Directives Policies whichever is more stringent, to insure compliance by all subcontractors.

13.1 The contractor shall not commence work at the job site until an Accident Prevention Plan and a Job Hazard Analysis are submitted for review and approved by the COR.

13.2 Hazardous Materials. All hazardous materials must be contained and stored in the appropriate storage containers and/or cabinets. The contractor shall immediately report spills or releases of hazardous materials to the CO and COR. The contractor shall be liable for containment and environmental clean-up of spill or release of such substance.

The contractor shall follow manufacturer’s guidelines and professional recommendations for control of humidity, temperature, cleanliness, and materials handling. The contractor shall comply with environmental and hazardous materials storage and handling requirements and maintain current Safety Data Sheets (SDS).

14.0 QUALITY CONTROL PROGRAM: The Contractor shall coordinate, report, and ensure the timely completion of the work specified in this PWS. This encompasses the planning, coordination, technical direction, and surveillance of all activities necessary to execute all work.

a) The Contractor shall provide the overall management effort required to integrate technical and programmatic functions.

b) The Contractor shall ensure the technical excellence, cost effectiveness, and timeliness of all required work and deliverable products.

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he/she assures that his/her work complies with the requirement of the contract. At a minimum, the contractor shall develop QC procedures addressing the areas identified in Technical Exhibit 1, “Performance Requirements Summary”. After acceptance of the QC plan, the contractor shall receive the contracting officer acceptance in writing of any proposed to his/her QC system.

The contractor shall institute and maintain a complete quality control (QC) program to ensure the requirements of this contract are provided as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR. At a minimum, the program shall include:

• An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections and the names of the individuals who will be performing the inspections.

Provide a list of the QC inspectors to the COR. Provide a checklist shall include every area of the operation serviced by the contractor, as well as every task required to be performed.

• A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or government inspectors point out the deficiencies. (Refer to the Technical Exhibit No.4 Corrective Reports).

• A file for inspections conducted by the contractor and related corrective actions.

This file should include follow-up documentation of inspections to ensure corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the COR and the CO during the term of the contract. Within five workdays prior to the starting data of the contract, the contractor shall submit a copy of this program to the Contracting Officer and /or COR.

15.0 QUALITY ASSURANCE PLAN.

The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

The Government will monitor the Contractor's performance under this contract using the surveillance methods identified in the Quality Assurance Surveillance Plan. The Contractor will be given the opportunity to correct or address any adverse findings resulting from the Government’s surveillance consistent with the Inspection/Acceptance clause in the contract. Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this performance work statement may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts as documented.

The government shall evaluate the contractor’s performance under this contract. All surveillance observations shall be recorded by the government. When an observation indicates deficient or defective performance, the COR shall request the contractor’s representative initial the observation. (Attachment 4, Refer to Corrective Report,)

Government verification inspections of services shall not constitute acceptance nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

The contractor shall maintain a current list of employees. The list shall include the employee’s name, government identification number, contact information, and residence information. The list shall be validated and signed by the contractor and provided to the COR. Updated lists shall be provided when an employee’s status or information changes.

16.0 HOLIDAYS:

Legal holidays recognized by the Federal Government in accordance with 5 U.S.C.

6103, Executive Order 11582 and Public Law 94-97 or any other by the President of the United States to be a national holiday, the following national holidays are observed and for the purpose of this contract is defined as "Legal Federal, official holidays" as follows:

16.1 Recognized Holidays:

New Year’s Day January 1 Martin Luther King Jr.’s Birthday Third Monday in January President’s Day Third Monday in February Good Friday Last Friday in March Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Juneteenth National Independence Day June 19

Or any other day specifically declared by the President of the United States to be a national holiday.

16.2 Hours of Operation: The contractor is responsible for conducting services, between the hours 7:00 am to 4:30 pm of Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

17.0 PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at San Juan Medical Center, Ponce Outpatient Clinic (POPC), Mayaguez Outpatient Clinic (MOPC) and Carolina Warehouse, Carolina Puerto Rico.

18.0 TYPE OF CONTRACT: The government will award a Firm-Fixed-price contract.

19.0 STANDARD OF CONDUCT: Contractor Personnel must adhere to the Contractor shall require his employees to comply with the instructions, pertaining to conduct and building regulations, issues by duly appointed officials, such as the Contracting Officer Representative (COR), guards, inspectors, etc. The Contractor shall provide protective equipment and attire to personnel and require employees to use it while the performance of their duties as necessary.

19.1 Appearance: The Government requires a favorable image and considers it to be a major asset of a customer service team and the employee's attitude, courtesy, and job knowledge are influential in creating a favorable image.

19.2 Neglect of duties shall not be condoned; including sleeping on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours, and refusing to render assistance or cooperate in upholding the integrity of the work site security.

19.3 Disorderly conduct: use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned; also included is participation in disruptive activities which interfere with normal and efficient Government operations.

19.4 Driving at VACHS: Contractor and contractor’s employees shall obey all speed limits and traffic signs. Disobeying traffic regulations could result in magistrate court citations, which include monetary fines. Continued violations could result in being restricted from driving at the Facility.

19.5 Parking: Contractor vehicles will be parked only in lots or areas designated by Security Office personnel, if available. The Government will not be liable for any lost, stolen, or damaged vehicles or items.

19.6 Smoking will be prohibited except in designated areas.

19.7 Intoxicants: The Contractor shall not allow any employee (while on duty) to possess, sell, consume, or be under the influence of intoxicants, drugs, or substances that produce similar effects. The use of illegal drugs is prohibited on Federal property.

Violators will be prosecuted.

19.8 Criminal actions: Contractor’s employees may be subject to sanctions and or layoff for criminal actions, but not limited to the following:

(a) Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records.

(b) Unauthorized use of Government property, theft, vandalism, or immoral conduct.

(c) Unethical or improper use of official authority or credentials.

20.0 The Government reserves the right to direct the Contractor to remove any employee from the work site for failure to comply with the standards of conduct.

The Contractor shall initiate immediate action to replace such an employee to maintain continuity of services at no additional cost to the Government.

21.0 Weapons at Facility: No weapons either on one’s person or placed inside a privately-owned vehicle is allowed. If a weapon of any type is found, it will be confiscated and held as evidence. Having unauthorized weapons on a federal property is a felony, and violators will be prosecuted.

22.0 Uniforms: The Contractor shall require all his employees, including supervisors, to wear distinctive uniform clothing for ready identification. The uniform shall have the Contractor’s name, easily identifiable, affixed in a permanent or combination as appropriate may be used for the uniform. Appropriate protective equipment shall be required and worn during the performance of their duties.

23.0 Supervision: The Contractor shall arrange for satisfactory supervision of the contract work. The Contractor or his designee shall be available at all times, when the contract work is in progress, to receive notices, reports or request from the Contracting Officer or his representative.

22.0 Security Requirements: Contractor personnel performing work under this contract shall provide in writing to the Contracting Officer at least ten (10) working days prior to the contract starting date, a list to include the names and social security numbers of all employees conducting the contract work and must maintain the level of security required for the life of the contract.

The service provider shall not employ persons for work on this contract if such employee is identified to the service provider by the Contract Officer (CO) as a potential threat to the health, safety, security, general well-being or operations of the VA facilities and its population. The service provider shall furnish an identifying badge, which shall include as a minimum, the person's name, the name of the service provider, and the function. Each employee shall wear the badge visible at all times.

The contractor is responsible for providing required information on personnel conducting site visits to obtain contractor passes. This information will be coordinated with the VACHS Facilities Management Services (FMS) Environmental Regulatory Section.

Photography of any kind must be coordinated through the VACHS FMS Environmental Regulatory Section.

Under no circumstances will a Contractor or any contractor employees or subcontractors use or transfer their ID card/badge or vehicle decals (if applicable) to allow anyone else access to any are on VACHS. Failure to comply with the requirements of this section is a security violation, which could result in subsequent administrative action, including requiring the contractor to permanently remove from the project the employee committing the violation, and/or termination of the contract for default.

22.1 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. The contractor shall obtain all necessary licenses and/or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

He/she shall be responsible for any injury to himself/herself, his/her employees, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his/her employees’ fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the State of Commonwealth of Puerto Rico.

Contractor shall report directly to Operations Control Center (OCC) and to the COR prior to initiate any schedule tasks. Operations Control Center telephone number is (787) 641- 7582 ext. 10264.

23.0 SAFETY REQUIREMENTS:

23.1 In performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer or his/her designee may determine to be reasonably necessary to protect both the lives and health of the occupants of the building and property. The Contracting Officer of his/her designee will notify the Contractor of any non-compliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the condition to which attention has been directed. The Contractor shall provide protective equipment and attire to personnel and require employees to use it during the performance of their duties as necessary. The contractor shall conform to all regulations, federal and local OSHA Standards.

23.2 Safety Requirements and Special Considerations

a. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment, including the proper personal protection equipment (PPE); as applicable.

b. VISN 8, VACHS Universal Masking Program is applicable to this contract.

Universal Mask program requires every healthcare worker (HCW) to wear a healthcare face mask while in VACHS. Health care worker is defined as any person required to work at a VACHS facility including contractors, must always wear a healthcare face mask while in VACHS. VHA policy and Presidential Order requiring masks in federal buildings regardless of vaccination status, is in effect.

c. Influenza Vaccination: Influenza vaccine “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance, this requirement is to be submitted annually. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

d. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors:

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

1. If fully vaccinated, 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 and granted a medical or religious exception, 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.

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.

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.

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.

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

24.0 ADDITIONAL SERVICES: If there are any services not listed herein that the Contractor recommended are necessary to repair the equipment described herein, the Contractor shall submit a price quotation attention to the CO or COR for approval of the CO before any work is performed. A separate purchase order would be issued if the service and quoted price is acceptable to the CO. The Government will pay for services rendered, complete, validated and accepted, as per statement of work. Quotes shall be submitted per occurrences and per units because the firm-fixed price contract type will be attached to those occurrences and/or units of performance.

Due to multiple ongoing construction projects at the VACHS, the Government may need to add, delete or relocate equipment within the VACHS facilities throughout the lifetime of the contract. If additions, deletions, or modifications are needed they will be processed via supplemental agreement.

Addition, deletion, relocation, and redistribution of equipment and services in response to an emergency, natural disaster, pandemics, or any other unforeseen event compromising the operational status of the facilities, veterans, employees and visitors will be processed via supplemental agreement.

25.0 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings, the CO will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

26.0 Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel.