Attachment 1 - Performance Work Statement.pdf

||||--DRAFT--||||

B.3 PERFORMANCE WORK STATEMENT dated 2 January 2025

Patient Satellite Television Service and System Maintenance for Cincinnati VA Medical Center (VAMC)

2 January 2025

1. General. The intention of this performance work statement is to obtain High-Definition (HDTV) satellite television services at the Cincinnati Veterans Affairs Medical Center (VAMC) and the Fort Thomas Domiciliary (located in Fort Thomas, Kentucky) by means of a firm fixed price/indefinite quantity Contract. Services shall include full head end equipment upgrades and replacements, continuous HDTV subscription services and maintenance/repair services to provide continuous uninterrupted television service at both Cincinnati VAMC and the Fort Thomas Domiciliary.

1.1 SCOPE SUMMARY. Contractor shall provide all management, supervision, labor, parts, supplies, materials, tools, equipment, incidental engineering services, overtime pay, weekend and holiday premium pay, travel expenses and transportation necessary to supply uninterrupted High-Definition (HDTV) television cable service to the Cincinnati Veterans Affairs Medical Center (VAMC) and Fort Thomas Domiciliary as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract for the following locations:

Department of Veterans Affairs Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213

Department of Veterans Affairs Cincinnati VA Medical Center – Ft. Thomas 1000 South Fort Thomas Avenue Fort Thomas, Kentucky 41075-2305

1.2 PERIOD OF PEFORMANCE. The period of performance for this requirement is summarized as follows:

Base Year from 2/01/2025 to 1/31/2026

Option Year One (OY1) from 2/01/2026 to 1/31/2027

Option Year Two (OY2) from 2/01/2027 to 1/31/2028

Option Year Three (OY3) from 2/01/2028 to 1/31/2029

Option Year Four (OY4) from 2/01/2029 to 1/31/2030

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the QCP with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, GOVERNMENT PM or individual(s) designated by the GOVERNMENT PM and/or CO in writing. The contractor’s quality control program shall include the following:

1.3.2 Quality Assurance. 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):

1.3.3 Federally Recognized Holidays. The contractor is not anticipated but may be required to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

Any other day specifically declared by the President of the United States to be a federal holiday. When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.

1.3.4 Hours of Operation. The business hours of operation for Cincinnati VA Medical Center (VAMC) in Ohio is Monday through Friday from 0700-EST to 1530-EST, except on Federally recognized holidays.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the GOVERNMENT PM and/or CO in accordance with the procedures specified within this PWS for the following location:

Cincinnati VA Medical Center 3200 Vine Street Cincinnati, Ohio 45220-2213

Cincinnati VA Medical Center - Ft. Thomas 1000 South Ft. Thomas Ave.

Ft. Thomas Ky. 41075-2305

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) contract for the effort specified herein. The IDIQ quantities established in the PRICE/COST SCHEDULE are not-to-exceed in accordance with the terms and conditions of the contract. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised at the discretion of the government. The authority that will be utilized to award this effort is FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform service in support of this VA medical facility in the state of Ohio. The contractor shall perform the services in compliance with the terms and conditions of this contract at the contractor’s facility unless a meeting and/or site visit is required which shall be coordinated with the government program manager.

1.3.7.1 VAMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies in coordination with the government program manager if required.

1.3.7.2 The contractor shall ensure that all personnel to include any subcontractors that work on any VAMC property must consent to Background Checks or shall be denied access to the VAMC facilities. Information required to conduct a Background Check includes: full name, driver’s license number and/or social security number, date of birth, and completion of a background check questionnaire.

1.3.7.3. The contractor shall ensure that their employees and those of their subcontractors have the proper credentials allowing them to work in the United States. The Contractor shall not be entitled to any compensation for delay or expenses associated with this requirement and are not excused from proceeding with the Contract.

1.3.9. 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, government program manager, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer 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.

1.3.10 Government Program Manager (Government PM). The government PM will be identified by the cognizant government Contracting Officer in writing. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract: maintain written and oral communications with the contractor concerning technical aspects of the contract that are within scope: 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. The PM shall be specified in writing by the CO and is not authorized to change any of the terms and conditions of the resulting contract.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate 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 contract matters relating to daily operation of this contract.

1.3.12 Identification of Contractor Employees: All contract 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 that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

COMMUNITY LIVING CENTER (CLC). The Community Living Centers (CLCs) are inpatient units for

VAMC nursing homes.

CONTRACT TASK ORDERS. Award of a funded contract task order for the appropriate period of performance is required prior to the commencement of any/all work in accordance with FAR part 16.506 as specified herein.

CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

GOVERNMENT PROGRAM MANAGER (PM): An individual specified by the contracting officer in writing to provide technical guidance for work within the scope of this contract. This individual has authority to provide technical direction to the contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PATIENT BUSINESS SERVICES. An administrative department which processes patients’ medical records, appointments, etc.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor).

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

TURN-KEY DELIVERABLE: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items necessary to provide continuous HDTV satellite television service to the Cincinnati VAMC and Fort Thomas Domiciliary.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

2.2. ACRONYMS:

AQL Access Control List CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative

COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 HDTV High-definition television HEPA High Efficiency Particulate Air filter LEADS Law Enforcement Agency Data System NEC National Electric Code NFPA National Fire Protection Association NHCU Nursing Home Care Unit NTE Not to Exceed NTP Notice to Proceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PACS Physical Access Control System PO Purchase Order issued by the CO/COR PO Purchase Order issued by the CO/COR POC Point of Contact PM Program Manager PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SaaS Software as a Service SDS Safety Data Sheet provided by Contractor SMS Security Management System SSA Site Support Agreement TE Technical Exhibit VAAR Veteran’s Administration Acquisition Regulation VA United States Department of Veterans Affairs VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veteran’s Administration Ambulatory Care Clinic VAMC Veteran’s Administration Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Not applicable.

3.2 Facilities: The government program manager (PM) will provide adequate space and access at its premises for the installation, operation, maintenance, inspection, replacement and disconnection of service-related equipment.

3.3 Utilities: The government program manager (PM) will furnish the following utilities at existing outlets, as required for the work to be performed under this Contract: electricity, fresh water, sewage service, and non-hazardous refuse collection (from existing collection points).

3.4 Equipment: Not applicable.

3.5 Materials: Not applicable.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall provide all equipment and supplies as specified in this PWS. All installed equipment or supplies Ownership of all supplied/installed equipment shall become property of the Cincinnati V.A. Medical Center upon installation.

4.3. The contractor shall obtain all licenses, permits, and insurance required to perform all requirements of this Contract without additional expense to the Government. Contractor shall comply with all applicable federal, state, and local laws. Evidence of insurance, licenses, and permits shall be provided to the Contracting Officer before work commences.

4.4. The contractor shall maintain in their possession throughout the term of the contract all diagnostic equipment necessary to fully maintain, test, repair, adjust or reprogram the systems.

4.5. The contractor shall provide all materials, lubricants, fluids, fasteners, cleaning supplies, paints (low VOC only), and all oth.er supplies necessary to perform all services required in this Contract. Lubricants shall be only those products recommended by the manufacturer of the equipment or equal.

4.6. The contractor shall provide all tools, equipment, specialty items and other items necessary to perform all tasks required under this Contract.

5. REQUIREMENTS – SPECIFIC TASKS:

5.1 GENERAL: The contractor shall provide High-Definition satellite television service and headend equipment to the Cincinnati Veterans Affairs Medical Center (V.A.) and the Fort Thomas Domiciliary (located in Fort Thomas, Kentucky). This effort shall ensure a continuation of high-quality cable television service.

A. The contractor shall supply, install, setup, balance and test new HDTV satellite antennas, cabling, and headend equipment at 2 locations: Cincinnati V.A. Medical Center and the Fort Thomas Domiciliary.

Installation shall entail full turnkey headend replacement. Each equipment switchover shall minimize disruption of HDTV service to less than 4 hours.

B. The contractor shall ensure the new headend rack is temporarily installed alongside existing equipment to maintain uninterrupted HDTV service.

C. The contractor shall ensure that the existing headend equipment is physically removed upon satisfactory completion of equipment upgrade. All removed existing equipment shall be turned over to V.A. personnel.

D. The contractor shall supply uninterrupted HDTV service to the Department of Veterans Affairs.

Broadcasted channel lineup shall incorporate satellite HDTV service, locally broadcasted TV networks, and VA in-house channels (See channel listing requirements below). The channel lineup may be changed or modified as requested by the government program manager (PM) at Cincinnati VAMC due to operational changes and/or patient needs at no additional cost to the government.

Required HDTV Channels A&E Destination America HALLMARK Channel Ovation

AccuWeather Discovery Hallmark Movies & Mysteries OWN

AMC Discovery Family Channel HGTV Paramount Network

American Heroes Channel Discovery Life History QVC

Animal Planet Disney HLN QVC2

Bally Sports Ohio E! HSN Syfy

BBC America ESPN Investigation Discovery TBS

BET ESPN2 ION Television TCM

Boomerang ESPNEWS Lifetime TLC

Bravo ESPNU Motor Trend TNT

Cartoon Network FOOD NETWORK MSNBC TruTV

CMT FOX Business Network MTV TV Land

CNBC FOX NEWS CHANNEL National Geographic USA

CNN FOX Sports 1 NBC Sports Network VH1

Comedy Central FREEFORM Newsmax VICE

C‐Span FX Nickelodeon WE TV

C‐Span2 FXX OAN

E. The contractor shall perform routine and corrective adjustments to antenna positioning as required to maintain maximum signal strength to the cable plant.

F. The contractor shall supply and maintain uninterruptable power supplies and surge/lightning protection equipment to protect headend equipment from loss of power and inadvertent damage from electrical surge.

G. The contractor shall provide an estimated 40 hours of onsite in-person cable plant technical support per contract year. Site visits to be scheduled by the VA to maintain/troubleshoot/balance cable plant signal distribution.

H. The contractor shall provide advanced notification to the CO/COR no less than 10 business days prior to scheduled maintenance and service activity. Service must not interfere with needs or demands of the hospital. The V.A. reserves the right to defer proposed service dates based upon the needs of the agency.

I. The contractor shall immediately notify the Engineering COTR of any equipment or environmental conditions which impair or jeopardize the safe and continuous functioning of the equipment.

J. The contractor shall provide training by an onsite certified technician as required by the government.

K. The contractor shall assist V.A. staff as needed in creating custom content on the system at no additional cost to the government.

L. The contractor shall provide onsite service to diagnose, test and repair the system in the event of service disruption, equipment malfunction or failure. Complete functional testing shall be conducted and documented upon the completion of initial installation and any callback or corrective action.

M. Contractor shall respond to all request for onsite repair / callback service and be prepared to take corrective action at the site within 4 hours. Callback service is defined as requests for service or repair during or after normal working hours, to correct any system problem or condition requiring attention.

N. Onsite Repair / Emergency Callback Service to be available 7 days a week, 24 hours a day.

O. The contractor shall ensure equipment malfunctions are corrected the same day that the service call was issued. If circumstances beyond the Contractor’s control preclude resolution of the problem that day, the CO/COR must be notified in writing with an explanation of the delay.

P. The contractor shall be responsible to remove and dispose of all waste and used materials.

Q. The contractor shall provide technical support service for all equipment covered under this contract 24 hours a day, 7 days per week.

5.1.2 SYSTEM EQUIPMENT (Per Location):

A. Cincinnati VA Medical Center (VAMC) Two-Hundred Forty-Five (245) Televisions Requiring HDTV Service One (1) Headend Upgrade/Replacement

B. Fort Thomas Domiciliary

Eight (8) Televisions Requiring HDTV Service One (1) Headend Upgrade/Replacement

5.1.3 ORDERING QUANTITIES. Headend equipment replacement and HDTV services at two (2) separate locations.

5.1.4 TIMELINESS. The contractor shall provide HDTV satellite subscription services and full head end equipment replacement supplies in a timely fashion as mutually agreed in accordance with the terms and conditions of this contract which shall not exceed the maximum not-to-exceed (NTE) amounts established in the PRICE/COST

SCHEDULE.

5.1.5 DELIVERABLES. The contractor shall treat all deliverables under the contract as the property of the U.S.

government for which the government agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

5.1.6 RECORDS. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using government ‘IT’ equipment and/or Government records.

5.1.7 The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5.1.8 The contractor shall not create or maintain any records containing any government agency records that are not specifically tied to or authorized by the contract.

5.1.9 The government agency owns the rights to all installed or supplied equipment as part of this contract.

5.1.10 The government agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient documentation with all deliverables to permit the agency use.

5.1.11 The contractor agrees to comply with Federal and agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

5.1.12 No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

5.1.13 The contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.2 VA INFORMATION CUSTODIAL LANGUAGE.

5.2.1 Information made available to the prime contractor or their subcontractors through the prime contractor by VA for the performance or administration of this contract or information developed by the contractor and their subcontractors in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

5.2.2 The prime contractor and their subcontractor(s) shall store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

5.3 SECURITY INCIDENT INVESTIGATION

5.3.1 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 GOVERNMENT PM 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.

5.3.2 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.

5.4 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.4.1 Invoicing Procedures. The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the contracting officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in PRICE/COST SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

Contract Number (and task order Number if applicable) Funding PO Number Actual quantity of authorized work completed by Contract Line-Item Number (CLIN) Other information requested by the CO or authorized government representative(s) designated in writing by the CO.

5.4.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the– PRICE/COST SCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.4.2.1 All Inclusive Pricing | Fully Burdened. All services and supplies established in the PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs).

5.4.2.2 No Long-Distance Phone Charges Authorized. If the contractor’s place of business is located beyond the local telephone call zone of the VA Medical Center, the contractor ensure that a toll-free number is available at all times for accepting the VA phone calls and faxes.

5.5 EMPLOYEE STANDARDS AND CERTIFICATION REQUIREMENTS. All services performed by contractor employees under this contract shall comply with all applicable Federal, State, Local and Department of Veterans Affairs requirements.

5.6 DISASTER PLANS. In case of a disaster, natural or man-made, the contractor shall utilize maximum available resources to assist in providing services to government.

5.7 WAGE RATES AND SERVICES CONTRACT ACT.

5.7.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

5.7.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

5.8 APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

5.9 TRAINING. All contractor employees shall comply with the training requirements required by Federal, State, Local and Department of Veterans Affairs policies and procedures.

5.10 CONTRACTOR PERFORMANCE ASSESSMENT RATING SYSTEM (CPARS). The contractor is required to register in the Contractor Performance Assessment Rating System (CPARS). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed the dollar threshold specified in the FAR and may share those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

5.10.2.1 Each contractor whose contract award is estimated to exceed the dollar threshold specified in the FAR shall be required to register with the Contractor Performance Assessment Rating System (CPARS) database at the following https://www.cpars.gov/ or by calling (207) 438-1690. Registration should occur no later than thirty days after contract award and must be kept current should there be any change to the contractor’s registered representative.

5.10.2.2 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

5.10.2.3 For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

6. Performance Requirements:

6.1 Performance Requirements Summary: The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standard Acceptable Quality

Level (AQL)

Method of Monitoring

1) Equipment All supplies shall be provided by the contractor in accordance with the PWS and the terms and conditions of the contract. The contractor shall ensure that all required equipment with instructions for use and disposal be shipped to the patient at their home of residence within 10 business days of any given request by an authorized government representative specified by the government contracting officer. Failure to perform may result in a contract termination IAW FAR 52.212‐4(m). Equipment installation and operational testing shall be fully completed within 15 days of performance award date.

100% Compliance

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

2) Services All services shall provide continuous uninterrupted high quality television signal distribution to both facilities ensuring optimal signal distribution at all times. Repair/callback services shall achieve favorable results and be compliant with all timelines established by the PWS and the terms and conditions of the contract. The contractor Failure to perform may result in a contract termination IAW FAR 52.212‐4(m).

97% Compliance

The PM, COR and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

3) Ad Hoc Reports

None

4) Invoicing Accuracy, Timeliness and Billing Errors

The contractor shall submit invoices in a timely manner for work performed on a monthly basis in the arrears not later than 2 weeks after performance in accordance with the PRICE/COST SCHEDULE, the PWS and the overall terms and conditions established in the contract.

98% Compliance

The PM, COR, and/or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

5) Compliance with English Language Requirement

The contractor shall ensure that all employees are fully proficient in the English language at a level sufficient to seamlessly perform all services required in accordance with the terms and conditions of this contract.

100% Compliance

The PM, COR, an/ or government representative designated in writing by the CO will conduct random checks to ensure compliance with this performance standard.

6) Compliance with FAR 52.219‐14 Limitations on Subcontracting Requirements

The contractor shall submit confirmation of compliance with the FAR 52.219‐14 ‐‐ Limitations on Subcontracting requirement that “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern” as specified by the Contracting Officer (CO) in writing within four (4) hours of request.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

7) Compliance with DOL Wage Determination Labor Rate Requirement

The contractor shall submit confirmation of compliance with the current Department of Labor (DOL) wage determination (WD) hourly rate if requested by the Contracting Officer (CO) in writing within four (4) hours of request which may include an itemized list of the hourly rate being paid for all employees performing services under this contract.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

NOTE: The performance of these requirements by contractor will be documented by the government in the CPARS system based on the contractor’s ability to comply with the terms and conditions established in the contract.