S02 - Solicitation 36C25721Q0111_Amended Closing Date.pdf

PAGE 1 OF 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 55

740-21-1-2051-0016

36C25721Q0111 11-18-2020

Jose Campa 210-694-6311

11-30-2020

1400 CST

36C257

Department of Veterans Affairs

VISN17 Network Contracting Activity

7400 Merton Minter Blvd. (10N17/90C)

San Antonio TX 78229

X 100

X

561612

$22 Million

N/A

X

36C740

Department of Veterans Affairs

VA Texas Valley Coastal Bend Health Care System

Logistics Service (90)

2601 Veterans Drive

Harlingen TX 78550

36C257

Department of Veterans Affairs

VISN17 Network Contracting Activity

7400 Merton Minter Blvd. (10N17/90C)

San Antonio TX 78229

This is accomplished through the

Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp

This is mandatory and the sole method for submitting invoices.

(877) 353-9791 (512) 460-5540

See CONTINUATION Page

See Price Schedule

See CONTINUATION Page

X X

X 1

VHASTXCAMPAJ

Highlight

VHASTXCAMPAJ

Highlight

36C25721Q0111

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (AUG 2020)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...30

C.5 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL HIRES (MAY

2014)

Addendum to FAR 52.222-42 STATEMENT OF EQUIVALENT RATES FOR FEDERAL

HIRES

C.6 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.7 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS

E.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (AUG 2020)

E.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

BASIS FOR AWARD

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

COVID-Security Screening Guard Services (Door

Screeners) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Screener): ____________________

Contract Period: Base POP Begin: 12-15-2020 POP End: 12-14-2021

COVID-Security Screening Guard Services (Door Screener

Supervisor) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Supervisor): ___________________

Contract Period: Base POP Begin: 12-15-2020 POP End: 12-14-2021

Screeners) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Screener): ____________________

Contract Period: Option 1 POP Begin: 12-15-2021 POP End: 12-14-2022

COVID-Security Screening Guard Services (Door Screener

Supervisor) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Supervisor): ___________________

Contract Period: Option 1 POP Begin: 12-15-2021 POP End: 12-14-2022

Screeners) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Screener): ____________________

Contract Period: Option 2 POP Begin: 12-15-2022 POP End: 12-14-2023

COVID-Security Screening Guard Services(Door Screener

Supervisor) for the VA Texas Valley Coastal Bend Health Care System (VATVCBHCS) Clinics in accordance with Statement of Work (SOW). Quantities required are approximated. Contractor is reminded that they will be paid for services completed only. Any stated estimate reflected in the award document shall be for funding purposes only and shall not be construed as the overall value or the paid amount of this requirement.

Price per Hour (Supervisor): ___________________

Contract Period: Option 2 POP Begin: 12-15-2022 POP End: 12-14-2023

GRAND TOTAL __________________

STATEMENT OF WORK

OVERVIEW: The Contractor shall be required to furnish all necessary personnel, supervision, materials, equipment, vehicles, PPE, and supplies to provide door screening in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified herein. The Contractor shall provide Door Screening Services at all Valley Coastal

Bend VA Health Care System (VCBHCS) locations which will include greeting Veterans, employees, visitors, contractors and volunteers in a polite, prompt and helpful manner. While carrying out the screening process that has been determined by VCBHCS - Emergency

Operation Committee (EOC) or Incident Command (IC). Door screening shall be required to carry out requirements of evolving/changing guidance from EOC on screening requirements for

VHA facilities during COVID-19.

GENERAL INFORMATION:

The Contractor shall provide Door Screening Services in response to COVID-19 for the

Department of Veterans Affairs – Valley Coastal Bend VA Health Care System at the following locations and addresses:

Health Care Center in Harlingen

2106 Treasures Hills Blvd

Harlingen, TX 78550

Harlingen VA Outpatient Clinic

2601 Veterans Drive

Harlingen, TX 78550

McAllen Outpatient Clinic

901 E. Hackberry Ave.

McAllen, TX 78503

Laredo Outpatient Clinic

4602 North Bartlett Ave

Laredo, TX 78041

Corpus Christi Outpatient Clinic

5280 Old Brownsville

Corpus Christi, TX 78405

Corpus Christi VA Specialty Outpatient Clinic

205 S. Enterprise Parkway

Corpus Christi, TX 78405

PERIOD OF PERFORMANCE:

The contract period will consist of a base period for twelve (12) months + Two 12-month options.

DOOR SCREENING SERVICES AND HOURS OF PERFORMANCE:

Proposed hours of operation are below Monday through Friday at identified locations and

Monday- Friday at certain clinic locations. Including holiday coverage at locations that will be operational. The Contractor shall adjust the level of door screening personnel needs as necessary to ensure an efficient operation. If deemed necessary by the Government, the hours of operation and entry doors may be periodically adjusted based upon volume and demand.

The following locations will be provided with door screeners:

Days of Operations: Monday, Tuesday, Wednesday, Thursday, Friday

• Health Care Center in Harlingen– 2601 Veterans Drive, Harlingen, TX 78550

7:00AM – 5:00 PM (1 Main entrance / 2 screeners required)

• Laredo Outpatient Clinic – 4602 North Bartlett. Laredo, TX 78041

7:00AM – 5:00 PM (1 Main entrance/ 2 screeners required)

• McAllen Outpatient Clinic – 901 E. Hackberry Ave, McAllen, TX 78503

7:00AM – 5:00PM (1 Main entrance/ 2 screeners required)

Harlingen Outpatient Clinic –2106 Treasure Hills, Harlingen TX 78550

7:00AM – 5:00PM (1 Main entrance/ 2 screeners required)

• Corpus Christi Outpatient Clinic – 5280 Old Brownsville RD, Corpus Christi TX

78405

7:00AM – 5:00PM (1 Main entrance/ 2 screeners required)

• Corpus Christi VA Specialty Outpatient Clinic – 205 S. Enterprise Parkway, Corpus Christi, TX 78405

7:00 AM – 5:00 PM (1 Main entrance/ 2 screeners required)

The following areas will be assigned with one Supervisory door screener. Physical presence not required at each location. May be virtual, but Supervisor will be responsible for any concerns at all of the locations as identified below. Total of two Supervisor required.

Harlingen/McAllen (one supervisor to be responsible for the following locations)

Days of Operations: Monday, Tuesday, Wednesday, Thursday, Friday

• Health Care Center in Harlingen– 2601 Veterans Drive, Harlingen, TX 78550

7:00AM – 5:00 PM

Harlingen Outpatient Clinic –2106 Treasure Hills, Harlingen TX 78550

7:00AM – 5:00PM

• McAllen Outpatient Clinic – 901 E. Hackberry Ave, McAllen, TX 78503

7:00AM – 5:00PM

Corpus Christi/Laredo (one supervisor to be responsible for the following locations)

• Corpus Christi Outpatient Clinic – 5280 Old Brownsville RD, Corpus Christi TX

78405

7:00AM – 5:00PM

• Corpus Christi VA Specialty Outpatient Clinic – 205 S. Enterprise Parkway, Corpus Christi, TX 78405

7:00 AM – 5:00 PM

• Laredo Outpatient Clinic – 4602 North Bartlett. Laredo, TX 78041

7:00AM – 5:00 PM

FEDERAL HOLIDAYS:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by

U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday.

Observance of such days by Government personnel shall not be cause for additional period of performance or entitlement to compensation except as set forth in the contract. If the contractor's personnel work on a holiday, no form of holiday or other premium compensation will be reimbursed either as a direct or indirect cost.

SPECIAL EVENTS: The Contractor shall be notified in advance of any special events which might cause an increase in the door screening numbers with patients, staff, volunteers, contractors, or visitors to the Medical Center. Contractor shall be required to adjust the level of needs to accommodate. Any change in cost will need to be vetted through the Contracting

Office prior to event.

PERFORMANCE AND NOTIFICATION:

• Electronic Transmissions: The Contractor shall propose an electronic media, (e.g.

facsimile, e-mail), available at all times during the period of performance to communicate requirements such as patient incidents, accidents, requests for services, special correspondence, etc. with the VA.

• Contractor will be responsible for the communication system and/or device(s) that will be utilized.

• Contractor Personnel Roster: Within seven (7) days after contract award the contractor shall provide the following employee information:

1. Name

2. Position

3. Title,

4. Work assignment area

Thereafter, any personnel changes shall be submitted prior to any changes occur and only after approval of the Contracting Officer Representative.

CONTRACTOR RESPONSIBILITIES:

The Contractor shall provide consistent, responsive, secure, and efficient door screening operation.

The Contractor shall provide door screening services at designated entry points that have been approved by the Department of Veterans Affairs.

Contractor shall be responsible for screening patients, staff, guests, vendors, contractors and volunteers from inappropriately entering and gaining physical access to Valley Coastal Bend VA

Health Care System. Contractor shall be responsible for appropriately handling entry into the facility and denying access to individuals that do not meet the requirements outlined by

VCBHCS – EOC/IC subject to change as needed. Contractor will be responsible for assisting individuals with directions or basic facility questions.

The Contractor shall always provide adequate supervision in order to handle customer concerns and incidents. Duties of the supervisor shall also include but not be limited to customer relations, training, and improving all screening services and coordinating all work and additional services with the Contracting Officer’s Representative (COR).

The plan should consist of the process, entry doors manned at each location, supervisor name/phone number, phone number to reach the entry door staff for questions, what the screening process consist of and the entry location at each facility, the location of where the staff is stationed at the facilities, the expectation of wait times for entry into the facility, and hours of operations and days at each location. Contractor will be required to distribute required screening material to all areas within the Valley Coastal Bend VA Health Care System.

PATIENT ASSISTANCE:

Contractor shall be required to assist patients that need assistance at all entrances getting in and out of their vehicles as well as assist with removal of wheelchairs, walkers, carts and/or personal medical equipment from vehicles.

TRAINING/LICENSES/QUALIFICATIONS:

The Contractor shall provide bonded, fully trained, experienced, professional door screening staff, legal residents or U.S. citizens and be fluent in the English language. Contractor personnel shall be at least 18 years of age, have no criminal history, and be able to perform all general duties, functions, and activities as required. Contractor’s staff qualifications shall also include a commitment to the highest level of respect, courtesy, compassion, and safety.

The Contractor shall be responsible for providing a facility orientation to all door screening staff, offer a training program on security, patient privacy, safety, emergency procedures, accidents/injuries and communication with Medical Center staff. The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the afore mentioned training. If deemed necessary by the Government, additional training shall be offered at the Valley Coastal Bend VA Health Care System and scheduled at the post award meeting on a mutually agreeable date and/or coordinated with the COR.

CLAIMS/DAMAGE: Any claims of damage or missing/stolen property involving patients/customers shall be the responsibility of the Contractor. The VA assumes no responsibility for such claims. All claims shall be directed to and handled by the Contractor supervisor who shall immediately notify the COR. Corrective actions to resolve all claims shall commence immediately. All claims shall be settled within fourteen (14) working days, unless extenuating circumstances warrant additional time and is authorized by the Contracting Officer.

All incidents or theft claims should be immediately reported to the VA Police for investigation.

CONTRACTOR PERSONNEL QUALIFICATIONS:

• Contractor employees shall always conduct themselves in a business-like manner while on VA premises. Contractor shall furnish an identifying badge with name, function, name of Contractor and a photograph of the employee.

• Contractor shall complete and must provide proof of all background checks on staff that meet the requirements of the VA.

• Contractor personnel will wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean and neat at all times. Undergarments should not be visible or show outside of outer clothing.

• It is the contractor’s responsibility to foster confidence and trust in patients, visitors, volunteers, contractors, and employees through professional behavior and appearance. All customer service complaints should be handled within 24 hours with a resolution. The contractor must let the COR know what action was taken to address the concern and if it was validated. If the contractor’s behavior becomes an issue in performing customer service or their duties it will be handled by the contractor immediately for quick resolution to ensure patient satisfaction and job performance is not compromised.

• Contractor personnel performing contract services shall meet at all times the qualifications specified in this contract, as well as any qualifications required by

Federal, State, County and local government entities from the place in which they operate.

• During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing, background check and any other qualifications to the COR. At no time shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the personnel qualifications of this contract and who have not been approved by the COR.

• Contractor shall be required to meet the following:

• Required to wear professional uniforms.

• The uniforms are required to look professional, neat and clean in appearance and should all match to clearly identify staff.

• Contractor will ensure that staff have closed-toe shoes that are clean and neat in appearance. Shoes should be closed toe to allow employee to respond to any type emergency.

• All outerwear that the contractors wear for inclement weather will need to match and will be considered a part of the uniform expectations, so staff look professional, easily identified and visible to customers.

• Contractor shall submit uniforms/shoes for approval to COR ensure it meets expectations.

• Staff will serve for some Veterans and guests as an initial point of contact and should be dressed professional and be easily identified at entry points by

Veterans, staff and guests.

• Contractor shall be required to ensure staff do not smoke, and clothes are smoke free. VCBHCS is a smoke free campus.

• Hair should always be neat and clean and look professional.

• Required to wear their photo ID badges at all times.

• Contractor shall be required to greet individuals upon arrival in a polite, prompt, and helpful manner.

• Contractor shall be required to be familiar with the VA entry points and to answer questions pertaining to entry requirements, operation hours and days and locations.

• Contractor shall be required to be familiar with the VA facilities to answer general questions pertaining to drop off and pick up locations at entry points.

• Contractor shall be required to have general information and knowledge of locations for outpatient clinics, outpatient procedure areas as well as the different entry point for customers utilizing the VA such as buildings and locations on property.

DOOR SCREENERS:

The Contractor shall be required at each site to:

• Use appropriate screening and selection criteria when employing screeners.

• Report individual concerns outside established protocols while remaining cognizant of confidentiality requirements such as personnel information.

• Wear Personal Protective Equipment (PPE) as required within the established protocol required by VA.

• Contractor will supply Personal Protective Equipment (PPE) for door screeners (i.e. Face shields, gloves, face masks, etc.)

• VA will assign designated location for screeners. Contractor may provide tables, chairs and/or podium for social distancing requirements at entry points of each location and will need to be approved by the COR prior to placement.

• Contractor shall keep work area sanitized and clean at all times.

• Contractor shall provide exceptional customer service.

• Contractor must provide training on bloodborne pathogens, and the use of personal protective equipment.

• Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle any accidents or incidents involving staff on VA property.

• Contractor shall ensure that employees do not report to worksite if they are exhibiting signs of being ill.

• The contractor on site supervisor shall be the point of contact for VA Police and Safety to follow up regarding any legal or criminal investigations related to any accident involving the contractor.

• Provide communication devices for staff to communicate among one another to deliver service, report emergencies, etc.

• Provide experienced, fully trained, and professional staff for door screening.

• Constantly assessing door entry situation taking into consideration needs to adjust the level of personnel required to perform under the contract.

• Provide screening recommendations as deemed appropriate and necessary to provide quality services.

• Contractor shall provide a system to track and report the number of people who have entered at each entry point at each location. Will require approval from Contracting Officer

Representative to ensure it meets expectations.

• Provide tracking system for door screening service to capture workload, peak times and stats of the number of people entering each entry door by location daily, for weekly and monthly reports.

• Contractor shall provide a system to track and report # of individuals screened for COVID and the # of personnel sent to secondary screening (potential COVID positive).

• Contactor shall provide VA supplied PPE to all escort persons who have screened positive to pre-designated locations.

• All door screeners will be required to be trained on how to respond to an emergency at any time.

• Contractors must receive training on bloodborne pathogens, and the use of personal protective equipment (PPE).

• Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle patient accidents involving staff on VA property. Required to submit SOP to COR to ensure it meets requirements.

• The contractor is required to immediately report any incident/accident that occurs on VA property immediately to VA police and Safety for proper investigation. As well as notify

COR of the incident that has occurred and the proper resolution.

• Contractor shall supply items to clean and wipe down screening stands, tables, chairs, and equipment to ensure cleanliness of door screening services. Contractor shall develop an SOP for staff to follow to ensure the area and equipment is clean at all times and looks professional.

Prior to the commencement of services under this contract, the Contractor is responsible for providing the COR with verification that screeners shall have the following before they provide any services related to this contract:

• Contractor shall complete and provide proof of all background checks on all staff that meet the requirements of the VA.

• Either received the Hepatitis B vaccine series, or is immune as a result of acquired infection, or have been offered and refused the vaccinations;

• Received measles-mumps-rubella (MMR) vaccine. Combined vaccine (MMR) is the vaccine of choice if individuals are likely to be susceptible to more than one of the three diseases and is required for all persons born after 1956;

• A history of varicella (chicken pox) or, if unknown, results of a varicella antibody test. If non-immune, must be vaccinated with varivax (chicken pox).

• Flu vaccine or mask required as outlined in VHA Directive 1192.01.

• All required training outlined in SOW.

CONTRACTOR EQUIPMENT AND INSPECTION:

The contractor shall be required to provide the following equipment specifications:

• The VA reserves the right to inspect the contractor’s equipment to ensure it is being maintained in good repair.

• Contractor shall be required to provide professional signage for screening staff operation as outlined in the SOW. The VA will have the final decision on all signage being posted.

• The VA reserves the right to restrict the Contractor's use of equipment that are not in compliance with contract requirements. The restriction of such equipment shall not relieve the contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.

• The door screening area is typically the first impression for Veterans when coming to the facility. It is important that the standard of cleanliness be maintained at all times.

CONTRACTOR PERFORMANCE AND NOTIFICATION:

• In the event, the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR manager and provide a justification for non-performance. The VA will re-procure services that cannot be performed by the Contractor. The Contractor shall indemnify the VA for excess re-procurement cost, which may result from the Contractor's inability to perform the required service or for non-response during off business hours. Payment of re-procurement costs shall not relieve the Contractor from any other provision in this contract. The VA will be the sole judge in determining when services will be re-procured.

The failure of the Contractor to perform services within the required time frames and in accordance with terms and conditions may result in termination of the contract.

• The Contractor will be notified who will be the COR, prior to commencement of contract.

• Electronic Transmissions: The Contractor shall always utilize email to communicate patient incidents, requests for services, special correspondence, etc. to the VA.

• Within seven days after contract award the contractor shall provide its Contractor-

Personnel Roster to the COR containing the following employee information: Name, Position, Title, and Work assignment area.

• Contractor shall be provided with the name and contact information of the COR prior to commencement of contract.

• Contractor shall be required to wear uniforms that look professional, neat and clean in appearance and should all match to clearly identify them as a door screener. Will require review/approval of uniform to ensure it meets expectations.

• The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by customers with regards to service and will address/make contact on all complaints timely by COB the day the complaint is made. The Contractor may provide recommendations for improved services along with the patient complaints for the VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

• Contractor shall ensure patients, visitors and staff are handled appropriately regarding service overlap/needs as they enter the facilities.

• Contractor shall coordinate with Police service in the VA to ensure there is positive communication and teamwork.

CONTRACTOR'S RESPONSIBILITIES AND INSURANCE REQUIREMENTS:

• The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Necessary licenses and permits required. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract.

• The Contractor shall be responsible for any injury to himself, his employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence.

• The Contractor shall maintain personal liability, and property damage insurance, as prescribed by the laws. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Insurance), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR.

QUALIFICATIONS:

The Contractor shall furnish at its cost evidence of qualifications and competency assessment of all employees. Such evidence shall include but are not limited to copies of security background checks.

The Contractor shall be responsible for providing a facility orientation to all staff, offer a training program on security, patient privacy, safety, emergency procedures, accidents/injuries and communication with Medical Center staff. The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the aforementioned training. If deemed necessary by the Government, additional training shall be offered at VA Health Care System and scheduled at the post award meeting on a mutually agreeable date and/or coordinated with the COR.

SAFETY REQUIREMENTS:

• In order to protect the lives and health of patients, the Contractor shall take such safety precautions as the Contracting Officer, or the COR, may determine to be reasonably necessary.

• The Contracting Officer, or the COR, will notify the Contractor of any safety non-compliance and the action to be taken.

• The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work.

• The Contractor shall immediately notify the VA of any incidents involving injury to VA patients/staff/volunteers/guests. The Contractor shall promptly complete and submit to the Contracting Officer Representative and the Contracting Officer, an Incident Report with all information felt to be necessary for any full review.

• The contractor is required to immediately report any accident that occurs on VA property to VA police and Safety for proper investigation. As well as notify COR of the incident that has occurred and the proper resolution.

• Contractor shall develop a Standard Operating Procedure (SOP) for communication on how they handle incidents involving door screeners on VA property and how they handle all accidents involving contracted staff. SOP must be submitted to the COR for approval.

• The Contractor shall notify the COR, in writing within 24 hours, of any complaints made by the patients with regards to transportation services and will address/make contact on all complaints timely by COB the day the complaint is made. The Contractor may provide recommendations for improved services along with the patient complaints for the

VA's review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the Contracting Officer.

INTERFERENCE WITH NORMAL FUNCTIONS:

• The Contractor’s personnel may be required to interrupt their work at any time so as not to interfere with the normal functioning of the medical facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive should be brought to the attention of the

Contracting Officer Representative.

CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP):

• The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP will be forwarded to the

COR in the complete Request for Quote (RFQ) package submitted by the contractor.

The QCP is separate from the required Management/Technical Capabilities that will be provided by the contractor. The COR will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

• An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis and how often inspections will be accomplished and documented, and the title of the individual(s) who will perform the inspections.

• On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.

• For methods used for identifying the quality of service performed please reference the Quality Assurance Surveillance Plan (QASP).

• On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.

• The methods of identifying and preventing phone/radio/electronic communication breakdowns. Provide a detailed procedure for alternative communications in the event of electronic and mechanical breakdown of vehicle communication.

• On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.

• Providing reports of patient/staff/guest complaints, peak hours, or concerns to COR weekly/monthly reports.

• Contractor shall be required to ensure that all patient complaints are handled timely and responded to within 24 hours. Corrective action should be taken to investigate any customer service issues by staff as well as processes regarding services. A report of these complaints and corrective action should be forwarded to COR.

CONTRACTOR FURNISHED EQUIPMENT AND SUPPLIES:

The Contractor shall furnish all the necessary resources, equipment and supplies.

• Equipment for Door Screeners shall contain at a minimum, the following:

• Contractor shall provide a two-way radio or cellular phones that shall be fully operational at all times during contract performance.

• Contractor shall provide real time tracking system for door screeners to capture workload, peak times, and stats on screening by location and entry point.

• Provide professional podium stands, tables/chairs, signs, supplies, materials, and/or miscellaneous items necessary to operate and manage door screening services.

• All screening locations within VCBHCS have appropriate amount of VA supplied PPE and inventory for use of patients, staff and visitors.

SPECIAL EVENTS:

The Contractor shall be notified in advance of any special events which might cause an increase in employees, patients, volunteers, or visitors to VCBHCS.

PROPOSED PLAN:

After notification of contract award, the Contractor shall have fifteen (15) calendar days for full operation implementation and to finalize staff requirements including Government-administered background investigations, etc.

ORDERING ACTIVITY:

The Contractor shall not accept any instructions issued by any person other than the

Contracting Officer or delegated Government representative acting within the limits of his/her authority.

CHANGES TO CONTRACT:

Only those services specified herein are authorized. Before performing any service of a non-contractual nature, the Contractor shall advise the Contracting Officer of the reason(s) for the additional work and/or service. Changes to the resulting contract shall not be authorized and reimbursement shall not be made for any work or services performed outside the scope of this contract unless prior authorization is obtained in writing from the Contracting Officer.

REDUCTION OF SERVICE:

A notice to the Contractor to discontinue or reduce the level of service at the Government convenience shall not result in any service charge or assessment fee or reduced service. The

Government shall have the option to terminate the contract if not satisfied with the services during the term of the contract.

PERFORMANCE STANDARD:

Contractor shall ensure that 95% of the door screening wait is no more than five (10) minutes to go thru the door screening process. Contactor shall develop a system to monitor and report timelines of service and shall be made available to the VA upon request. The COR shall audit the turnaround time (TAT) or may conduct periodic unannounced inspections to assure that waiting periods do not exceed the performance requirements. Additionally, the Contractor’s ability to manage the entry flow shall be periodically audited to assure that the services are provided in an efficient operational manner. Contractor shall use a system for door screening to account for real time information and efficiency.

Contractor shall not allow traffic to back up at the main gate beyond the point of screening entry point. Contractor shall not allow traffic to back up at the back entrance/delivery entrance, it should take no longer than 3 minutes for an individual to pass through screening process

Contractor shall follow all established procedures concerning deliveries, patient drop offs, and responding emergency vehicles.

COMPLAINTS:

The Contractor shall promptly and courteously respond to complaints within 48 hours, including complaints brought to the Contractor’s attention by the Contracting Officer Representative. The

Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and the Contractor’s response. The

Contractor shall permit the Government to inspect such records upon reasonable notice.

QUALITY ASSURANCE:

The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration

(OSHA), and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or door screening services. The Contractor shall provide adequate on-site supervision at all locations, at all times in order to achieve quality assurance and to handle all customer service concerns. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to Government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the

Contractor personnel to the COR. The Contractor shall be responsible for the replacement of items or to repair vehicles or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

MONITORING PROCEDURES:

The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting

Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented, and MUST be corrected within the timeframe specified in the notice. The

Contractor shall notify the Contracting Officer and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the notice, the

Government shall have the right to terminate the contract in its entirety.

REPORTS:

The Contractor shall establish a method to validate the number of people per day entering each facility and entry point and submit a weekly and monthly report to the COR within seven (7) calendar days after each month ends. The report shall summarize the number of people entering the facility by location, peak times, and COVID positive screened by location. The report shall also include any incidents, accidents or special situations with patients, visitors, VA employees, or VA volunteers. The reports must be legible and easy to understand, should be submitted weekly and monthly electronically. Reports should be signed by the Supervisor and/or authorized representative of the Contractor. Contractor may provide for approval a sample of the types of report forms used on similar projects.

CUSTOMER SATISFACTION SURVEYS:

The VA Health Care System may conduct independent customer satisfaction surveys to evaluate door screening services. Participation by Veterans in all surveys shall be voluntary.

Results of surveys conducted by the Medical Center may be shared with the Contractor, particularly when service improvement is needed.

DISRUPTIVE BEHAVIOR:

The Contractor shall provide adequate onsite supervision at all times in order to handle disruptive behavior of door screening staff performing under the contract. The Contractor agrees to permanently remove any member of its staff from performing work associated with this contract, if at the sole discretion of the VA, the employee poses a health and safety risk to any patient or individual requiring services or if the COR disapproves of the conduct due to interferences with the business or operation of the VA Health Care System.

DENIAL/TERMINATION OF SERVICES:

Action to limit, suspend or revoke service contract shall be in accordance with the procedures outlined in VA guidelines or Federal Acquisition Regulations. The Contractor shall be notified by the Contracting Officer, when the necessity becomes apparent to exercise such authority. The

Contracting Officer shall provide the Contractor with copies of documentation initiating the revocation process if such action becomes apparent. The Government reserves the right to refuse acceptance of service provided by the Contractor due to poor performance or failure to comply with the requirements specified herein.

The Contractor and COR shall deal with complaints concerning unacceptable performance.

However, the Contracting Officer is the final authority on validating complaints. In the event that contractor is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such Contractor. The Contracting Officer shall be the final arbiter on questions of acceptability.

INSTALLATION APPROVAL:

The Contractor shall not install any signs without the prior guidance or written consent from the designated COR.

GOVERNMENT RESPONSIBILITIES:

The participating VA Medical Center shall provide orientation and training on VA policies and procedures relating to security, patient privacy, safety, emergency procedures, accidents/injuries and communication with VA staff. The required training shall be scheduled at a post award meeting on a mutually agreeable date and coordinated with the COR.

CONTRACTING OFFICER REPRESENTATIVE (COR):

Delegation of Authority letter(s) shall be forwarded to the using service and Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the

Contracting Officer or his/her delegated representative(s) acting within the limits of his/her authority.

PERSONNEL POLICY:

The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers’ Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and/or union regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered

VA employees for any purpose. Cost quoted in the solicitation is all-inclusive of all incidental costs including housing, transportation and premium payments for applicable insurance coverage.

CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS:

Contractor shall be required to provide copies of the following:

• The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance.

• Prior to contract award, the Contractor shall furnish to the Contracting Officer certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the

Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy.

INCIDENTS AND EMERGENCY SITUATIONS:

The Contractor shall respond to alerts or emergencies, by providing assistance to injured or stranded persons in emergency situations, and/or by notifying the VA Police. It is imperative that this area be free of any vehicles in emergency situations or when a fire alarm is activated. In the event of an incident or Emergency, door screening staff shall be required to call VA Police or if a

Medical Emergency: 911.

DRUG/ALCOHOL POLICY:

Contractor shall ensure that all staff performing under this contract complies with the participating VA Health Care System alcohol and drug free workplace policy. The Contractor shall be expected to conduct random alcohol and drug tests on all staff. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Staff shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impaired judgment, performance, operation of vehicles and the safety of Veteran patients, VA employees, visitors, and other valet parking staff. Upon request, the Contractor shall be expected to provide evidence or copy of the results of employee drug and alcohol testing.

BADGES:

All contractor personnel shall be required to wear contractor issued employee picture identification (I.D.) badges at all times while on the VA grounds. Contractor shall provide employee ID badge with company logo.

CONTRACTOR PARKING:

Door screening staff are permitted to park their own vehicles only in Employee/Unrestricted

Parking areas.

SMOKING POLICY:

Smoking is not permitted within or around the VA facility grounds. Under VHA Directive 1085, all

VHA health care facilities are smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019.

INVOICE REQUIREMENT:

The invoice shall be itemized to include the information listed below. Incomplete and incorrect invoices shall be returned for correction.

• Invoice Number and Date

• Contract Number

• Purchase Order/Obligation Number

• Line item from Schedule of Service associated with each charge

• Net Payment Due

• Hours Worked

Contractor shall submit original invoice with pre-printed company name. For the Government invoice/billing address information, reference Contract Administration Data section.

SECTION C - CONTRACT CLAUSES

C.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

(End of Clause)

FAR

Number

Title Date

52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS

AND REQUIREMENT TO INFORM EMPLOYEES OF

WHISTLEBLOWER RIGHTS

JUN 2020

52.204-4 PRINTED OR COPIED DOUBLE-SIDED ON

POSTCONSUMER FIBER CONTENT PAPER

MAY 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

OCT 2018

52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS…