36C25618U0203-002.docx

36C25618Q9963 Wall-to-Wall Inventory Attachment 1 Performance Work Statement Southeast Louisiana Veterans Healthcare System (SLVHCS) Wall to Wall Inventory Services – Building Services Equipment 7/19/2018

1. INTRODUCTION

1.1. Background

1.1.1. The New Orleans VAMC has recently constructed a new medical facility in New Orleans, LA. Inventory of all building systems equipment must be added to the VA electronic inventory system. Partial equipment lists have been turned over the to the VA for general use, however, the list did not include information vital to the completion of a total inventory. Staff have conducted general walk throughs of spaces and compiled general lists based on maintenance requirements, however the lists are incomplete and supplemental assistance is required. Additional support to record this information not only in inventory but also on turned over documents is critical to service operation.

1.2. Scope

1.2.1. Contractor shall furnish all labor, materials, equipment, supervision, and travel to perform a comprehensive building service equipment inventory of 2400 Canal St. (New Orleans VA Medical Center). The Inventory shall be physical in nature and include data in entry in the VA’s electronic inventory system as well as on marked drawings. Inventory to be catalogued is building service equipment. Building service equipment shall include but is not limited to the following: mechanical system and components, electrical system and components, utility systems, vertical transport systems, controls, valves, pumps, compressors, any equipment considered affixed to the building, etc.

2. REQUIREMENTS

2.1. SPECIFIC AND MANDATORY TASKS DURING THE INVENTORY

2.1.1. Gather inventory data accurately and comprehensively and enter this data on a daily basis to the Maximo database (provided to contractor prior to inventory start) throughout the performance of the contract (Maximo with Operating Status or Alternate Status such as Decommissioned, Turned-in, Loaned, Leased, Out of Service, etc.)

2.1.2. Perform a detailed, thorough, and comprehensive quality control analysis and final review of all data fields and equipment inventoried and entered into the system at the end of the period of performance.

2.1.3. Manage the on-site inventory process and escalate potential data collection or site access issues to the Contracting Officer Representative (COR) for timely resolution during the inventory period.

2.1.4. Accurately record those systems that are operation in Maximo. Those which are not, record appropriately utilizing “out of service”.

2.1.5. Ensure that all designated locations/assigned areas have received a thorough inventory during the inventory period.

2.1.6. Provide prototype inventory data compilation document for review by SLVHCS to assure this data fulfills the data requirements established during pre-planning efforts.

2.1.7. Utilize government provided drawings in conjunction with field verification and review to determine the capture of all equipment. For any equipment founds that is not reflected on provided drawings, the contractor shall show the equipment on the drawings and create new CAD drawings indicating the equipment approximate placement.

2.1.8. For any equipment in a location that differs from the provided drawings, the vendor shall update the location of the equipment on the drawings.

2.1.9. The vendor shall assist with entry of preventative maintenance information or supporting documentation into Maximo system.

2.1.10. Create final deliverables according to the format and content agreed on this SOW and review the results with the COR to assure an overall understanding of the results that are generated end of each inventory period.

2.1.10.1. Conduct Onsite Inventory: The contractor shall conduct an onsite inventory, in accordance with Section 4: Inventory Process.

2.1.10.2. Documentation: The contractor shall document the inventories in accordance with Section 7 and provide daily and final reporting as described in Section 7.

2.2. INVENTORY PROCESS

2.2.1. Contractor shall be responsible for communicating and coordinating with the COR to establish the inventory procedures for each building/area (i.e. timing & readiness).

2.2.2. Application of barcode

2.2.2.1. The contractor shall apply barcode labels on all equipment inventoried. The barcode labels shall be provided by the government though the Maximo system. The contractor shall ensure that all labels match the equipment of which is being adhered. All equipment, parts and components covered under this contract shall have barcodes applied.

2.2.2.2. Contractor shall scan the bar code label from each piece of equipment or manually enter the bar code number sequence on the scanner if bar code label is non-functioning and notify the COR of the need for a new barcode. This shall occur after label is applied and must be done for all equipment.

2.2.2.3. Contractor shall monitor required fields on the scanner for completion after scanning. Should field be blank, contractor shall fill in information as appropriate.

2.2.3. Contractor shall monitor the equipment inventoried to ensure equipment scanned matches Maximo record.

2.2.4. A scan of all bar codes labels utilizing a barcode scanner includes the following tasks:

2.2.5. Scan and electronically record the unique ID on each piece of equipment.

2.2.6. Manually enter the unique ID when electronically unreadable on paper.

2.2.7. Equipment information to be recorded and/or entered into Maximo:

2.2.7.1. Items found without a bar code or found unreadable and/or illegible shall require Contractor to apply a generic bar code label and collect pertinent information regarding the equipment.

2.2.7.2. Pertinent equipment information includes the following:

2.2.7.3. EE (Equipment Entry) or MX (Maximo) Number

2.2.7.4. Manufacturer

2.2.7.5. Manufacturer Equipment Name

2.2.7.6. Equipment identifier

2.2.7.7. Model Number

2.2.7.8. Serial Number

2.2.7.9. Equipment Category

2.2.7.10. Total Asset Value

2.2.7.11. Use Status

2.2.7.12. Service

2.2.7.13. Physical Inventory Date

2.2.7.14. Location

2.2.7.15. The Joint Commission designation

2.3. Contractor shall convert all scanned inventory data into their Contractor system on a daily basis to ensure there are no duplicates entries. Any anomalies in the data shall be noted and communicated to the COR for purposes of re-verifying the information.

2.4. Contractor shall document on the VA-provided floor layouts the areas that are inaccessible and/or unavailable due to patient care or other reasons beyond the control of the Contractor.

2.5. Contractor shall accommodate another revisit to these areas. Scheduling for access to these areas shall be coordinated with the COR.

2.6. VA Personnel shall be assigned to accompany each of the Contractor’s inventory teams while they are on station conducting the Wall-to-Wall inventory if personnel do not have “non-PIV” badges.

2.7. Inventory Limitations

2.7.1. Contractor is not responsible for un-packaging equipment.

2.7.2. Contractor is not responsible for disconnecting cables when maneuvering equipment to obtain Tag, Model or Serial Number data.

2.8. VA FACILITY SUPPORT

2.8.1. The COR shall provide inventory guidance and assist in the following functions:

2.8.2. Inform the facility employees of the inventory.

2.8.3. Identify any unique circumstances requiring special attention during the Inventory or prior to Inventory commencement.

2.8.4. Provide a sampling of Equipment Barcode Labels.

2.8.5. Provide Facility Floor Plans (physical and electronic) for all areas that are in the scope of the inventory at each location.

2.8.6. Ensure site access to locations requiring inventory.

2.8.7. Review Final Deliverables and contract results to assure a clear understanding of the results that were generated.

2.9. DELIVERABLES

2.9.1. The contractor shall deliver three requirements under the contract:

2.9.1.1. Daily Deliverables: Shall include the scanned inventory findings associated with each site electronically and delivered to the VA in EXCEL format.

2.9.1.2. Final Deliverables: Shall include the scanned inventory findings associated with each site electronically and shall be provide to the COR in EXCEL format within seven (7) business days after completion of the inventory.

2.9.2. Contractor shall create the deliverables for the contract results in EXCEL format for the reports listed in Section 7.

2.10. REPORTING

2.10.1. The Contractor shall provide information in their daily and final deliverables pertaining to the fields listed in the below format (see Attachment C and D for example):

2.10.1.1. Contractor Scans of all equipment scanned during the contract to include equipment not identified in Maximo database.

2.10.1.2. Equipment data recorded to show the SLVHCS entries physical recorded and recorded on Maximo

2.10.1.3. Unreadable Tag Report equipment tags that could not be successfully scanned after application of tags.

2.10.1.4. Equipment Not Matched by Equipment Category or no applicable category found

2.10.1.5. Data Field & Match Type Definitions that includes codes and a glossary that explain how each individual equipment record was reconciled.

2.11. SERVICE

2.11.1. The following schedule shall be adhered to:

Complete within: one hundred fifty (150) calendar days to complete.

Electronic data entry of BSE

Start: No later than fifteen (15) calendar days of BSE Inventory start

Complete within: one hundred fifty (150) calendar days of inventory start date

Complete within: One hundred fifty (150) calendar days of inventory start date

2.11.2. The contractor shall provide telephone number(s) and contact person to be used by SLVHCS.

2.11.3. Technical Support: Provide technical support to assist in the clarification, interpretation, and explanation of findings for the duration of the contract.

2.11.4. Vendor employees will comply with the Standards of Conduct on VA property outlined in title 38 CFR section 1.218, which can be found posted at the entrance to the Medical Center.

2.12. Hours of Operation

2.12.1. The Contractor hours of services shall be flexible according to availability of equipment. Normal business hours are from 7:30 am to 4:00 pm daily, excluding federal holidays. Business hours shall be determined by the time zone the VA facility is located within. If afterhours access is needed for any area, the contractor may request this additional time through SLVHCS POC.

2.13. Legal Holidays

2.13.1. The Federal Government observes the following days as holidays.

2.13.2. *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

2.13.3. In addition to the days designated as holidays, the Government observes the following days:

2.13.3.1.1. Any other day designated by Federal Statute

2.13.3.1.2. Any other day designated by Executive Order

2.13.3.1.3. Any other day designated by the President’s Proclamation

3. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

3.1. The COR and is designated to represent the Contracting Officer in furnishing technical guidance and advice regarding the work being performed under this contract. The COR shall be assign by delegation letter after contract award. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the Contracting Officer only.

4. PERIOD OF PERFORMANCE

4.1. The period of performance for work subject to the resulting task order will begin August 30, 2018- March 30, 2019.

4.2. If needed, the government intends to exercise the option under FAR 52-217-8 without further competition or need for justification for other than full or open competition (or limited source justification or sole source justification).

5. PLACE OF PERFORMANCE AND WORK HOURS

5.1. The period of performance for work subject to the resulting task order will begin August 30, 2018- March 30, 2019 Normal working hours are 7:30 am to 4:00 pm Monday through Friday, excluding Federal Holidays. The contractor will be expected to periodically work outside of normal working hours if the activities to take place negatively impact hospital operations (impact to patient area, result in halting in of critical care services, etc).

6. PERFORMANCE REQUIREMENTS SUMMARY

Productivity Standards. Acceptable measures include, but are not necessarily limited to:

7. QUALITY ASSURANCE SURVEILLANCE PLAN

7.1. The COR will conduct a monthly QA Validation Review for compliance with the terms of the contract. Contractor must achieve an accuracy rate of 85% or higher for Quality of Contractual Documentation. Contractor must achieve a productivity rate of 85% or higher for Timeliness. The Government has the right to change or modify inspection methods at its discretion. Negative Incentives will be utilized when the Contractor falls below 85% overall accuracy rate as identified in the contract in any given month based on the QA Validation Review as follows:

8. SECURITY ISSUES AND ACCESS

8.1. General: Department of Veterans Affairs Medical Center is a Federal Government Installation. A personnel background check may need to be processed, sent to the Contracting Officer, prior to the Contractor reporting for work. An identification card (Personal Identification Verification) and vehicle registration will not be issued until the background checks are completed and approved by the Security Investigation Center (SIC). The PIV card is required for access to the Government computer databases.

8.2. Security Identification Badges. Contract employee shall comply with the local NCO identification and access requirements. The Contractor is responsible for absences of contract employees due to expired or lost identification and access documents. Each contract employee shall wear and display assigned Security Badge ID, provided by the Human Resources Security Office (HRSO) so that it is visible at all times, and in accordance with their guidance. The badge must display the full name, title and if required by the (HRSO) the words “Contractor” in front. Contractor/Contract employees shall turn in all identification badges to the Contracting Officer, or designated representative upon termination of their services under the contract. The Contractor shall be responsible for the replacement cost of lost or non-returned Identification cards.

8.3. Vehicles. All contract employees must register their vehicles with the Police Office to gain access onto the VA Campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the Police Office, at which time a VA decal will be issued. The decal shall be placed on the vehicle’s front windshield in accordance with instructions. Contract employees shall follow installation procedures for removal and turn-in of the vehicle decal upon termination of services under this contract. Vehicles, with or without a VA decal, are subject to search.

8.4. Security: All contractors and contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies, including the Privacy Act, 5 U.S.C. 552a, and VA personnel, regarding information and information system security. Contractors shall follow policies and procedures outlined in VA Directive 6500, Information Security Program which is available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place.

8.5. Confidentiality. Contractor personnel who obtain access to hardware, software or media, which may manipulate or store any sensitive information, that is protected under 38 USC 4132 or 3305, as defined by the Department of Veterans Affairs, must not access information unless absolutely necessary to perform their contractual duties. Disclosure of any sensitive data obtained during performance of assigned duties under this contract is prohibited. Violation of these statutory provisions may involve imposition of criminal penalties. Contractor is considered to be a VA contractor for purposes of Privacy Act, Title 5 U.S.C. 552a.

HIPAA. The Contractor shall abide by the Standards for Privacy of Individually Identifiable Health Information of the Health Insurance Portability and Accountability Act (HIPAA), Public Law 104-01. The Contractor shall not use or further disclose Protected Health Information other than as permitted or required by the contract or as required by Law. The Contractor shall use appropriate safeguards to prevent use or disclosure of the Protected Health Information. The Contractor shall mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this contract. The Contractor shall report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract. The Contractor shall document, in a time and manner designated by the Government, any disclosure of Protected Health Information as would be required for the Government to respond to a request by an individual for an accounting of disclosure of Protected Health Information.