36C25520Q0022-001.docx

36C25520Q0022 Page 1 0f

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

589-20-1-1204-0003 36C25520Q0022 10-25-2019 Murphy, Michael michael.murphy7@va.gov 913-946-1967 11-11-2019 2:00 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048 X X 492110 1500 Employees N/A X Kansas City VAMC 4801 Linwood Blvd.

Kansas City MO 64128 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX 877-353-9791 512-460-5429 The Kansas City Medical Center is searching for vendors to provide Courier Services to the main hospital and the surrounding CBOCS in accordance with the Statement of Work.

Please see Continuation page,page 4 section B.2 for the schedule of price and services.

See attachments for the Wage Determinations Please see page 52 for 52.212-1: Instruction to Offeror This is a %100 Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside. Contractors must be registered in the Veteran Information Page (VIP) at the time of award.

589-3600160-1204-820400-2298 0100K1B43 X X one(1) Jeanine Wallace Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C255

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp Austin TX ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

Base Year: TBD

COST

The Contractor shall provide courier services to the Kansas City MO VAMC and CBOC’s in accordance with this Statement of Work (SOW).

N/A

(round trip)

N/A

(round trip)

N/A

NA

NA

NA

NA

NA

NA

TOTAL BASE YEAR:

Option Year 1: TBD

COST

The Contractor shall provide courier services to the Kansas City MO VAMC and CBOC’s in accordance with this Statement of Work (SOW).

N/A

(round trip)

N/A

(round trip)

N/A

(round trip)

NA

NA

NA

NA

NA

NA

TOTAL OPTION YEAR 1:

Option Year 2: TBD

COST

The Contractor shall provide courier services to the Kansas City MO VAMC and CBOC’s in accordance with this Statement of Work (SOW).

N/A

N/A

(round trip)

N/A

NA

NA

NA

(round trip)

NA

NA

(round trip)

NA

TOTAL Option Year 2:

Option Year 3: TBD

COST

The Contractor shall provide courier services to the Kansas City MO VAMC and CBOC’s in accordance with this Statement of Work (SOW).

N/A

(round trip)

N/A

(round trip)

N/A

NA

NA

NA

NA

NA

NA

TOTAL Option Year 3:

Option Year 4: TBD

COST

The Contractor shall provide courier services to the Kansas City MO VAMC and CBOC’s in accordance with this Statement of Work (SOW).

N/A

(round trip)

N/A

(round trip)

N/A

NA

NA

NA

NA

NA

NA

TOTAL Option Year 4:

NOTE: *Indicate the percentage of the unit price attributable to fuel.

B.3 STATEMENT OF WORK

A. GENERAL INFORMATION:

(1). Title of Project: Ground transportation courier services for the following facility:

(2). Scope of Work: Contractor shall furnish all vehicles and personnel necessary to perform Courier Services in strict accordance with all terms, conditions, provisions, and specifications of this solicitation. Courier Services are required between the Community Based Outpatient Clinics (CBOC) and the Kansas City MO VA Medical Center (hereafter referred to as KCVAMC). The term of the contract will be for a Base Period of one year with option to extend for up to four (4) additional one year periods. The requirements for the option years will not change.

(3). Location:

(A). The Contractor shall furnish fixed schedule courier services to transport laboratory specimens, pharmacy items, clinical supplies and administrative materials between the KCVAMC, and the CBOCs located at:

(i). 702 East Young Street, Warrensburg, MO 64093.

(ii). 209 Cunningham Industrial Parkway, Belton, MO 64012.

(iii). 501 South Hospital Drive, Paola, KS 66071.

(iv). 322 South Prewitt, Nevada, MO 64772.

(v). 1111 Euclid, Cameron, MO 64429.

(vi). 197 South McCleary Road, Excelsior Springs, MO 64024.

(vii). 10500 Mastin Street, Overland Park, KS 66212.

(viii). 4251 Northern Avenue, Kansas City, MO 64133.

(viiii). 6830 Anderson Street, Shawnee, Kansas 66226

(B). The Contractor shall furnish non-scheduled courier services on an as required basis for deliveries from KCVAMC to, to-be-determined locations (facility or patient) or from a to-be-determined hospital or company to the KCVAMC.

(C). Other fixed schedule locations may be added during the term of the contract as they become known. Any additional locations will be added to the contract as a separate CLIN.

(4). Background: The Department of Veteran Affairs, Network Contracting Office (NCO) 15, has a requirement to acquire commercial courier transportation services to support the KCVAMC. This requirement has been traditionally acquired via a base, plus 4 option year service contract. The existing contract #VA255-16-C-0170 was awarded 12/1/17 to FCX LLC. The contract will expire 11/30/19.

(5). Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration.

(6). Type of Contract: Firm-Fixed-Price per unit.

(7). Extension of Contract: This contract may be extended for up to four (4) one (1) year option periods at the discretion of the government, in accordance with FAR 52.217 9, Option to Extend the Term of the Contract. It may also be extended for up to six (6) months at the discretion of the government, in accordance with FAR 52.217- 8, Option to Extend Services.

(8). Definitions/Acronyms:

(A). Contracting Officer (CO) – VA official with the authority to enter into, administers, terminates contracts, and makes related determinations and findings. The CO will physically be located at Dept. of Veteran’s Affairs, Network Contracting Office (NCO) 15, 3450 S 4th St., Leavenworth KS 66048.

(B). Contracting Officer’s Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the CO. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, and is a member of the vehicle inspection team. All administrative functions remain with the CO. The COR will physically be located at Dept. of Veteran’s Affairs, Kansas City MO VA Medical Center, 4801 E Linwood Blvd., Kansas City MO 64128-2226.

(C). Contractor – The term “Contractor” as used herein refers to both the prime Contractor and his/her personnel, and any subcontractors and their personnel. The Contractor shall be responsible for assuring that all subcontractors comply with the provisions of this contract.

(D). Business Hours/Days – Business hours/days are defined as the time of 8:00 a.m. to 4:30 p.m., Monday through Friday, except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other specifically designated days by the President of the United States to be a national holiday.

(E). Off Business hours/days - Off Business hours/days are defined as the time of 4:31 p.m. to 7:59a.m. Monday through Friday, 4:30 p.m. Friday to 7:59 a.m. Monday; weekends, and all Federal holidays.

(F). Fifteen (15) mile radius – An imaginary line drawn around the city of Kansas City, MO with its center being the KCVAMC. It is determined through the use of the internet application “Google Maps”. Utilizing the app’s search feature the address of the destination is entered and the app will display one or more routes to the destination, the projected travel time and the number of miles. The route with the least amount of travel time will be utilized for computing the distance. The first 15 miles of the distance is to be included in the per trip price specified in the Price Schedule, any miles in excess of 15 (rounded to the nearest 1/10 mile) will be invoiced at the mileage rate specified in the Price Schedule.

(G) QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.

B. SERVICES TO BE PROVIDED: The Contractor shall furnish all supervision, labor, materials, equipment, vehicles, meals and other related items necessary to perform courier services as described herein. All work is to be performed in accordance with the guidelines established by the Federal, State and local regulations and ordinances. Designated pickup and delivery locations will be provided to the successful offeror prior to contract performance. Laboratory specimens, i.e. body fluids, will be properly packaged by KCVAMC personnel for transportation. The Contractor shall notify the COR for any delay in scheduled pickup/delivery at either location. The Contractor shall notify the COR when any condition adversely affects the Contractor’s ability to perform the daily trip. This notification must be provided immediately upon deciding to cancel the trip.

(1). Scheduled Services (CLINs x0001 through x0008 in the Price Schedule):

(A). Services shall include pickup and delivery of all clinical supplies, laboratory specimens (blood/body fluids), pharmacy items, administrative materials, etc. used in the daily operation of an outpatient clinic. Contractor shall furnish all equipment, vehicles, fuel, labor, meals, lodging, and related item in conjunction with the performance of courier services. Laboratory specimen must be in secured containers and supplies in envelopes.

(B). Response Times.

(i). Contractor’s employee shall report to the Laboratory Department of the KCVAMC and sign an electronic log that specifies what is being transported. This electronic log device is to be provided by the Contractor’s employee. Contractor’s employee shall pick up all items, and sign for them at time of pickup. If items are not picked up, and proof of pickup is through Contractor’s employee signature, then a deduction from the invoice for that item will be made.

(ii). Contractor’s employee shall report to Inpatient Pharmacy window of the KCVAMC and sign an electronic log book that specifies what is being transported to the CBOCs. This electronic log device is to be provided by the Contractor’s employee. Contractor’s employee shall report to the Inpatient Pharmacy window of the KCVAMC with envelopes labeled for delivery/return to Pharmacy on the same day the Courier received them. Pharmacy staff will sign for the items being delivered using the Courier’s signature log.

(iii). Contractor’s employee shall report to the Supply room (MB-432) of the KCVAMC and pick up any supply and mail items on the shelving to be delivered to the identified CBOC. Items should be placed in electronic log, which will then be signed at the receiving location.

(iv). Items shall be picked up at the KCVAMC Laboratory, Inpatient Pharmacy, Surgery, Emergency Department, Voluntary Services and the secured supply room daily (Monday through Friday). Items shall be picked up between the hours of 8:00 a.m. and 2:00 p.m. Monday through Friday and delivered to the CBOC the same day.

(v). Items shall be picked up at the CBOCs Monday through Friday between 3:00 p.m. and 4:30 p.m. and shall be delivered to the appropriate KCVAMC Laboratory, Pharmacy, Surgery, Emergency Department, Voluntary Services and supply room no later than 2 hours from pick-up time. Contractor’s employee shall sign an electronic log book at the CBOC that specifies what is being transported. This electronic log device is to be provided by the Contractor’s employee.

(vi). Deliveries to the CBOCs shall be left with an authorized person who can sign for the deliveries. The VA will provide a list of authorized individuals upon award.

(2). Non-schedule Services (CLINs x009 through x012 in the Price Schedule): Courier services will be furnished twenty-four hours a day, seven days a week (24/7) on an as needed basis and with little or no advance notice given

(A). The Contractor shall provide courier services for deliveries within a 100 mile radius of the KCVAMC, i.e. from KCVAMC to another facility or patient or from another hospital or company to the KCVAMC. CBOC’s, Pharmacy, Pathology and Laboratory, and Cath Lab will all be utilizing the non-scheduled services.

(i). Response time:

· Pickup originating at the KCVAMC shall be within one (1) hour of notification and delivery within two (2) hours.

· Pickup originating at a location other than the KCVAMC shall be within one (1) hour of notification if the location is within a 50 mile radius of KCVAMC or within one (2) hours of notification if the location is in excess of a 50 mile radius of KCVAMC. Delivery shall be within two (2) hours.

(ii). The Contractor shall not open or disclose any information that may be contained on the outside of any envelopes or containers.

(iii). All non-scheduled trip mileage will be priced one way (loaded), unless otherwise designated as round trip.

(3). Lost, Stolen or Damaged Items.

(A). Contractor shall make all reasonable provisions to protect items being transported against loss, such as placing items in a secure area until delivery has been accomplished. Should an item be lost or stolen while in the Contractor’s possession, the Contractor shall reimburse KCVAMC for the cost of the envelope and its contents (i.e. office supply items).

(B). Should an item become damaged beyond use, the Contractor shall reimburse KCVAMC for the cost of the item (i.e. office supply item).

(4). Interruption of Work: The Contractor’s personnel shall be required to interrupt the performance of the services of this contract at any time to prevent interference of operations of the Medical Center, to include the right of way passage for patients, staff, personnel, visitors, equipment, carts, fire protection systems, emergency vehicles, and utility services. Contractor shall provide a central call-in telephone number and point(s) of contact to include name, telephone number, and email for each Medical Center or CBOC serviced under this contract. The purpose is to provide efficient and timely communication for adverse events that delay or cancel a scheduled pickup/delivery, follow up on issues noted after delivery, etc.

(5). The Contractor shall provide a list of personnel to contact in case of emergency. The list shall include names, phone numbers and/or pager numbers.

(6). Invoices/Billing: In addition to invoice requirements cited in FAR 52.212-4 (g), the Contractor shall furnish a detailed invoice indicating work performed with an itemized listing of pricing by CLIN, monthly in arrears. Three separate accounts will be established and six (6) different obligation funding documents will be identified to the Contractor. The Contractor will prepare three separate invoices, one for each account. Invoices will be submitted in accordance with the instructions provided in Section B.3.

(7). The Contractor shall be licensed by the State or Local health authority in those localities where licenses are required. The vehicle and storage areas in the performance of this contract shall be licensed and meet any minimum applicable requirements mandated by the State of Missouri.

(8). Inspection of Offeror’s Facilities: The CO or his/her designee reserves the right to thoroughly inspection and investigate the Contractor’s establishment, facilities, business reputation, and procedures for carrying out the work/services of this contract to assure acceptable performance and compliance with the terms and conditions of this contract.

(9). Call-Back Requirement: The Contractor shall within thirty (30) minutes after receipt of notification by the COR of his/her designee, re-perform the services of this contract when it is determined that unsatisfactory performance has been received, at no additional charge to the Government.

(10). Required Contractor Reporting: The Contractor shall be responsible for supplying, completing, and submitting all reports required and or requested by any Federal, State, and or Local government agency, as required by laws, ordinance, and/or regulations, that pertain to the supplies and services provided under this contract. All correspondence relative to this contract (i.e. invoice, inquiry, etc.) shall contain the contract number, facility name, and description of services performed.

(11). Personnel conduct: The Contractor’s personnel, while performing the services of this contract, shall conduct themselves in a professional business-like manner. The CO and COR reserve the right to restrict any contractor employee from performing the services of this contract with the determination made in writing. The Government shall be the sole judge for this determination, which shall be provided in writing to the contractor. Smoking is permitted only in designated areas. Vehicle operations shall observe and abide by all signage, speed limits, pedestrian right-of-ways, emergency vehicle right-of-ways, and designated roadways to collection sites. The contractor will only allow individuals who have completed security clearance to accompany a driver during execution of this agreement.

(12). The Contractor shall provide and maintain training for its employees in appropriate safety and packaging procedures suitable to specimen type and distances transported. This should include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedure sin case of accident or spills, etc. Contractor shall maintain an emergency spill kit in the vehicle. Upon request by the Contracting Officer Representative (COR) or designee, contractor shall provide documentation in certifying that training has been provided to contractor’s employees.

(13). Uniforms: The Contractor shall supply his/her employee’s uniforms that be worn at all times while performing the services of this contract and while contractor’s employees are on Government property, and in Government Buildings. These uniforms shall contain the employee’s name and the contractor’s insignia on a badge or emblazoned upon the shirt. Uniform may consist of a designated color shirt and designated color slacks. Consistence is necessary for identification purposes when the contractor or contractor’s employee(s) are on site at Government facilities.

(14). Back-Up Plan: Contractor should provide documentation of plan for continuation of services should one or more of the regularly scheduled staff who has received security clearance is unable to perform duties.

C. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

(1). The Contractor’s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

(2). The Contractor’s personnel shall maintain a safe, professional work environment by wearing appropriate dress attire.

(A).Staff will wear clean and well-maintained attire that covers the body from shoulders to knees while performing all duties required, including bending and lifting.

(B).In accordance with the Kansas City VA Dress Code Policy Memorandum (PM) 001S-02, open toed and/or open heeled shoes are not allowed. Closed-toed and appropriately heeled shoes shall be worn by all personnel to prevent injuries from sharps, slips, falls, large or heavy stock items, carts, shelves and etc.

(3). It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from KCVAMC Police Service. The KCVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

(4). Transportation of Patient Care items consisting of Laboratory, Nursing, Pharmacy or Home-Based Primary Care (HBPC) between a Facility Campus, Patient Residence, or CBOC Location:

(A). Government furnished, personal or vehicles provided otherwise shall be kept clean and free of any hazardous liquids, materials, or debris that could affect the integrity of products and materials transported for patient care. Vehicles interior storage area shall be cleaned quarterly or more often if area is visibly soiled.

(C). When not in use, delivery contents should be locked in a clean part of the vehicle. The contents should be kept out of sight or taken indoors at the end of the day.

(B). Sensitive items should not be stored in the vehicle when outdoor temperatures are <50 F or > 78 F. Packaged items where the contents are discernable shall be treated as sensitive items.

(5). Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not local district, state, or municipal court.

(6). Smoking is prohibited inside all VA buildings.

(7). Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

D. THE JOINT COMMISSION COMPETENCY REQUIREMENTS:

(1). The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site shall receive the information required to perform their duties.

(2). The Contractor shall attend a pre-work orientation meeting prior to commencement of work (if required by the KCVAMC). The KCVAMC shall schedule this meeting and it shall include discussion of the following topics:

(A). Fire and Safety.

(B). Infection Control.

(C). Disaster Procedures.

(D). Other.

(3). The Contractor shall be responsible to ensure that Contractor’s employees (and/or subcontractor employees) coming to work site shall receive the information above.

(4). The Contractor shall be responsible to ensure that Contractor’s employees (and/or subcontractor employees) coming to work on this contract are fully trained and completely competent to perform the required work.

E. GOVERNMENT’S QUALITY ASSURANCE: The COR or designee will evaluate the Contractor’s performance by using a Quality Assurance Surveillance Plan (QASP) in accordance with FAR 52.212-4 Contract Terms and Conditions – Commercial Items, subparagraph (a) Inspection/ Acceptance. A sample QASP will be provided to the Contractor. The final QASP will be developed jointly by the Contractor and the Government prior to contract award.

(1). The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the SOW and the contractor’s quality control plan (QCP), and to ensure that the government pays only for the level of services received.

(2). This QASP defines the roles and responsibilities of all members of the contracting team , identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor’s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

F. HIPAA COMPLIANCE: Any violation of HIPAA will be reported to the CO in writing within twenty-four (24) hours of the Contractor’s discovery of an occurrence. Included in the report will be a description of the occurrence, patient names (if known), location, date and time. A copy of any filed police report will be provided by the Contractor to the CO within twenty-four (24) hours of completion.

(1). As a covered entity, the Department of Veterans Affairs (VA) is required by law to obtain satisfactory assurance of a Business Associate and that the Business Associate appropriately safeguards protected health information it receives or creates on behalf of the covered entity. Contractors and any subcontractors must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 to include the Administrative Simplification Provisions of the law and associated rules and regulations published by the Department of Health and Human Services (HHS). The Contractor shall comply with all HIPAA-related rules and regulations to include Electronic Transactions, the Standards for Privacy of Individually Identifiable Health Information, and the Security Standards. This includes both the Privacy and Security Rules published by the Department of Health and Human Services (HHS). As required by HIPAA, HHS has promulgated rules governing the use and disclosure of protected health information by covered entities. The covered entity component of the Department Veterans Affairs is the Veterans Health Administration (VHA). In accordance with HIPAA, the Contractor will be required to enter in to a Business Associate Agreement (BAA) with VHA.

(2). Business associates must follow VHA privacy policies and practices. All contractors and business associates must receive privacy training annually. For contractors and business associates who do not have access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training, other VHA approved privacy training or contractor furnished training that meets the requirements of HHS Standards for Privacy of Individually Identifiable Health information as determined by VHA. For contractors and business associates who are granted access to VHA computer systems, this requirement is met by completing VHA National Privacy Policy training or other VHA approved privacy training. Proof of training is required.

(3). Any violation of HIPAA will be reported to the Contracting Officer in writing within twenty-four (24) hours of the Contractor’s discovery of an occurrence. Included in the report will be a description of the occurrence, patient names (if known), location, date and time. A copy of any filed police report will be provided by the Contractor to the Contracting Officer within twenty-four (24) hours of completion.

G. EVIDENCE OF INSURANCE COVERAGE:

(1). Before commencing work under the contract, the Contractor shall furnish to the CO, a certificate of insurance indicating the coverage outlined and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the contracting officer.

(2). Workers compensation and employer’s liability: The Contractor is required to comply with applicable Federal and State worker’s compensation and occupational disease statutes. If occupational diseases are not compensable under these statutes, they shall be covered under the employer’s liability section of the insurance policy, except when contract operations are so commingled with a contractor’s commercial operations that it would not be practical to require this coverage. Employer’s liability coverage of at least $100,000 is required, except in states with exclusive and monopolistic funds that do not permit worker’s compensation to be written by private carriers.

(A). General Liability: $500,000 per occurrence

(B). Automobile Liability: $250,000 per person, $500,000 per occurrence and $100,000 property damage.

(3). In lieu of the insurance coverage required, the Contractor may furnish evidence of financial responsibility in the form of a qualified self-insurance program, an irrevocable letter of credit, or a letter in which the Contractor agrees to accept the financial responsibility and further states that he/she is financially able to meet all claims up to the amount specified. The furnishing of such evidence of insurance coverage or financial responsibility may not be waived.

H. VISN 15 PERSONAL SECURITY VERIFICATION (PIV) CARD AND/OR SECURITY BADGE REQUIREMENTS FOR CONTRACTOR EMPLOYEES:

(1). Definitions. As used in this clause –

(A) “Access” means routine, unescorted physical entry into, and to the extent authorized, mobility within a Government facility. Also, it means the ability to obtain, view, read, modify, delete, and/or otherwise make use of information technology.

(B) “Facility and Government facility” mean buildings, including areas within buildings, owned, leased, shared, occupied, or otherwise controlled by the federal government.

(C) “Information technology” means any equipment or interconnected system or subsystem of equipment, including telecommunications equipment that is used in the automatic acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information. This includes both major systems/applications and general support systems as defined by OMB Circular A-130, owned by VA or owned and operated on VA’s behalf by another party.

(2). Access to VA Facilities or Systems.

(A). General. The performance of this contract requires Contractor employees to have routine, unescorted access to VA facilities. All such employees who do not already possess a current Security Badge or PIV Card acceptable to VA shall be required to provide personal information, undergo an FBI National Criminal History Fingerprint Check, and obtain a Security Badge or PIV Card prior to being permitted access to any such facility in performance of this contract. No Contractor employee will be permitted routine, unescorted access to a VA facility without a proper Security Badge or PIV Card.

(B). Citizenship-related requirements. If required by the contract, each affected Contractor employee as described in paragraph (a) shall be a United States (U.S.) citizen. Otherwise, each affected contractor employee as described in paragraph (a) shall be:

(i). A United States (U.S.) citizen; Or (ii). A national of the United States (see 8 U.S.C. 1408); or (iii). An alien lawfully admitted into the United States for permanent residence as evidenced by an Alien Registration Receipt Card Form I–151.

(C). Background information.

(i). Each Contractor employee that has access to VA facilities or systems shall complete the attached VHA Special Agreement Check (SAC) Memorandum (see Attachment II) and deliver to the VA office responsible for fingerprinting and processing the Contractor employee(s). The Contracting Officer’s Technical Representative will provide instructions to the contractor regarding the local procedures for fingerprinting and obtaining a Security Badges or PIV card.

(ii). After completion of the fingerprint check, the Contracting Officer will notify the Contractor in writing if any Contractor employee is determined to be unsuitable to be given access to a government facility or VA system. If so notified, the Contractor shall not allow such employees to perform work on this contract.

(D). Security Badge or PIV Cards and Other Required Documentation.

(i). VA will issue a Security Badge or PIV Card to each Contractor employee who is to be given routine, unescorted access to VA facilities or access to VA systems and does not already possess a Security Badge or PIV Card. VA will not issue the Security Badge or PIV Card until the Contractor employee has successfully cleared the FBI National Criminal History Fingerprint Check.

(ii). Security Badge or PIV Cards shall identify individuals as contractor employees. Contractor employees shall display their Security Badge or PIV Cards on their persons at all times while working in a VA facility and shall present their cards for inspection upon request by VA officials or VA security personnel.

(iii). The Contractor shall be responsible for all Security Badge or PIV Cards issued to the Contractor’s employees and shall immediately notify the Contracting Officer if any Security Badge or PIV Card(s) cannot be accounted for. The Contractor shall notify the Contracting Officer immediately whenever any Contractor employee no longer has a need for his/her VA-issued Security Badge or PIV Card (e.g., employee terminates employment with the Contractor, employee’s duties no longer require access to VA facilities). In such cases, the Contracting Officer will instruct the Contractor on how to return the Security Badge or PIV Card. Upon expiration of this contract, the Contracting Officer will instruct the Contractor on how to return all VA-issued Security Badge or PIV Cards not previously returned. The Contractor shall not return Security Badge or PIV Cards to any person other than the individual(s) named by the Contracting Officer.

(E). Control of access. VA shall have and exercise full and complete control over granting, denying, withholding, and terminating access of Contractor employees to VA facilities and systems. The CO will notify the Contractor immediately when VA has determined that an employee is unsuitable or unfit to be permitted access to a VA facility or system. The Contractor shall immediately notify such an employee that he/she no longer has access to any VA facility or system, shall retrieve the employee’s Security Badge or PIV Card from the employee, and shall provide a suitable replacement employee in accordance with the requirements of this clause. The Government may not be able to give the Contractor the reason for requiring the removal of the unsuitable contractor employee. The Government shall not be responsible for any costs incurred by the Contractor as a result of removing such employee from the subject contract.

(F). Other Required Documentation: Contractor shall notify the COR when new employees will be providing services under this agreement. All required documentation detailed in this agreement must be provided to the COR. Sufficient time must be allowed for processing of background information and issuance of security badge or PIV Card prior to employee beginning work associated with this agreement.

I. RECORDS MANAGEMENT: The following requirements will apply to records generated in executing the contract.

(1). Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

(2). 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.

(3). 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.

(4). 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). 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.

(6). The Government Agency owns the rights to all data/records produced as part of this contract.

(7). 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 technical documentation with all data deliverables to permit the agency to use the data.

(8). 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

(9). 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.

(10). The Contractor is required to obtain the CO’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. mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

J. CPARS. Required registration with Contractor Performance Assessment Reporting System (CPARS).

(1). 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 $150,000 and shares 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, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past

(2). Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

(3). Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 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.

(4). 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). Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

(6)…