RFQ 36C25726Q0551 .docx

36C25726Q0551

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.

UEI:

EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

Romya Turner; Romya.turner@va.gov 469-558-5579 06-15-2026

10:00AM

CDT

36C257 Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

X

561210 $47 Million

N/A

36C257 Department of Veterans Affairs NCO 17 South Texas Healthcare System Multiple Locations - See PWS San Antonio TX 36C257

NCO 17

Department of Veterans Affairs North Texas Veterans Health Care Center

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

Description:

The contractor shall provide all services required for

Hospital Patient Porter services for two (2) locations at the South Texas Healthcare System.

A base period of 12 months will be required and 4 option periods of 12-months each.

Blocks 30a, 30b, and 30c on Page 1 of the SF1449 MUST be completed and signed to be considered for award.

Required documents and instructions for quote submission are in the addendum to FAR 52.212-1, Instructions to Offerors-

Commercial Products and Commercial Services.

POC Contract Specialist is Romya Turner; romya.turner@va.gov

See CONTINUATION Page

Shannon Hodgson 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:

Name:

Address:

City/State/Zip:

POC Name:

POC Phone:

POC Email:

UEI:

b. GOVERNMENT:

Contracting Officer 36C257 Shannon Hodgson Shannon.hodgson@va.gov Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

Contract Specialist 36C257 Romya Turner romya.turner@va.gov Department of Veterans Affairs NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W)

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.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

SERVICES

Hospital Patient Porters for the South Texas Veterans Health Care System (STVHCS) for Audie L. Murphy Veterans Hospital (ALM) and the San Antonio Northwest Health Care Center (NHS).

Contract Period: Base POP Begin: 8/1/2026 POP End: 7/31/2027

Hospital Patient Porters for the South Texas Veterans Health Care System (STVHCS) for Audie L. Murphy Veterans Hospital (ALM) and the San Antonio Northwest Health Care Center (NHS).

Contract Period: Option 1 POP Begin: 08-01-2027 POP End: 07-31-2028

Hospital Patient Porters for the South Texas Veterans Health Care System (STVHCS) for Audie L. Murphy Veterans Hospital (ALM) and the San Antonio Northwest Health Care Center (NHS).

Contract Period: Option 2 POP Begin: 08-01-2028 POP End: 07-31-2029

Hospital Patient Porters for the South Texas Veterans Health Care System (STVHCS) for Audie L. Murphy Veterans Hospital (ALM) and the San Antonio Northwest Health Care Center (NHS).

Contract Period: Option 3 POP Begin: 08-01-2029 POP End: 07-31-2030

Hospital Patient Porters for the South Texas Veterans Health Care System (STVHCS) for Audie L. Murphy Veterans Hospital (ALM) and the San Antonio Northwest Health Care Center (NHS).

Contract Period: Option 4 POP Begin: 08-01-2030 POP End: 07-31-2031

B.3 DELIVERY SCHEDULE

0001-4001

South Texas Veterans Healthcare System Multiple Locations – See PWS

USA

Page 1 of Page 1 of

B.4 PERFORMANCE WORK STATEMENT

1.0 DESCRIPTION OF SERVICES

1.1 The Contractor shall provide Hospital Patient Porters for the Department of Veterans Affairs – South Texas Veterans Health Care System at two locations in San Antonio.

1.2 The Hospital Patient Porter (Contractor) shall serve as the liaison between the patients and the staff of the Health Care System. The Contractor shall provide a channel through which patients can seek assistance to meet unresolved needs and works with healthcare providers/administrative support staff, to optimize the comprehensive experience of Veterans and their family members.

2.0 ANTICIPATED PERIOD OF PERFORMANCE:

2.1 The contract Period of Performance shall be a 12-month base period with four (4) option years.

Base Year: 08/01/2026 – 07/31/2027 Option Year 1: 08/01/2027 – 07/31/2028 Option Year 2: 08/01/2028 – 07/31/2029 Option Year 3: 08/01/2029 - 07/31/2030 Option Year 4: 08/01/2030 – 07/31/2031

3.0 PLACE(S) OF PERFORMANCE:

Audie L. Murphy Veterans Memorial Hospital 7400 Merton Minter Blvd San Antonio, Texas 78229

San Antonio Northwest Health Care Center 9939 Texas 151 Access Rd San Antonio, TX 78251

4.0 DAYS OF PERFORMANCE

Monday through Friday excluding the following Federal Holidays:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

5.0 HOURS OF PERFORMANCE

5.1 HOURS OF OPERATION

5.1.a. – Audie Murphy - First Shift (0700–1530)

· 6 Patient Porters 5.1.b. – Audie Murphy - Second Shift (0830–1700)

· 6 Patient Porters

5.1.c.-San Antonio Northwest Health Care Center - (0730-1600)

· 1 Patient Porter may be required to shift from the Audie Murphy location to this location on any given day dependent upon need. This need will be communicated by the COR to the contractor’s Supervisor.

5.1.d. A minimum of one supervisor must be on station at the Audie Murphy location at all times. Supervisor(s) must also supervise the Patient Porter(s) at the San Antonio Northwest Health Care Center when Patient Porters are at that site, however, the supervisor does not need to be on-site at all times at San Antonio Northwest Health Care Center. Supervisor shall be a Patient Porter themselves.

5.1e. If deemed necessary by the Government, the hours of performance (operation) may be periodically adjusted based upon volume and demand.

5.2 STAFFING

5.2.1. Contractor shall provide a total of 12 Hospital Patient Porters that includes supervision who will provide Hospital Patient Porter services at the Audie L. Murphy Veterans Memorial Hospital and Campus, and the San Antonio Northwest Health Care Center in accordance with the Scope of Work, terms, conditions, provisions, specifications, and schedules.

5.2.2 Contractor shall receive Contracting Officer Representative (COR) approval for all exceptions and adjustments to the levels of staffing, prior to implementing any changes.

6.0 PERFORMANCE AND NOTIFICATION:

Contractor Personnel Roster: Within seven (7) days after contract award, the Contractor shall provide the following employee information for those that will be working on-site:

1. Name

2. Position/Title (i.e., – Supervisor or Patient Porter) Thereafter, any personnel changes shall be submitted prior to implementation and only after approval of the Contracting Officer.

7.0 CONTRACTOR RESPONSIBILITIES:

The Contractor shall perform the following with no more than one substantiated customer complaint per month:

a) Serve as a Greeter and provide a consistent, exceptional experience that builds the trust and confidence of Veterans and their families.

b) Provide a personal and positive first impression; standardizes the experience of assistance with navigation and information for Veterans and their family members; fosters a general culture of care; and personally, assists customers throughout the Campus.

c) Make a direct connection with Veterans, which provides an opportunity to engage and get their feedback.

d) Provide communication about VA services, location changes, and new initiatives and programs; make recommendations for changes and improvements to the Supervisors; assist Veterans, family members, and Health Care System staff members in recognizing and removing obstacles to providing the optimal patient experience; assist patients arriving at the campus, provides information and guidance, helps ensure safety with assistance when needed, and alleviates patient complaints.

e) Assist patients in getting into and out of their vehicles, loading and unloading patient wheelchairs as necessary, including but not limited to the opening and closing of patient wheelchairs as well as making other equipment available to the patient, such as walkers and other ambulating devices.

f) Greet patients in the parking lot and informs them on the availability of the parking lot cart/van/shuttle to the lobby area and assists patients onto or off the cart/van/shuttle.

g) Serve as a liaison between the Veteran and Health Care Staff to provide maximal assistance to the Veteran and assist in resolving any conflicts or issues.

h) Safeguard and ensure statutory and constitutional rights of patients, protecting patients from abuses that tend to depersonalize and rob them of their dignity, self-respect, or esteem.

i) Recognize and institutes appropriate action in emergency situations such as performing CPR, Heimlich maneuver for choking, seizure precautions and safety during seizures, and emergency first aid.

j) Adhere and implement facility fall prevention guidelines.

k) Guide or use a wheelchair to transport patients, family members, and visitors to their destinations throughout the campus, to include the Community Living Center (CLC), Polytrauma Rehabilitation Center, X-Rays, CT scans, MRIs, Prosthetics, Sonography, inpatient units, and outpatient clinics.

l) Utilize safe patient handling and movement in the management of patients while transporting.

m) Utilize VISTA to verify appointment information.

n) Assist Nursing Service and Pharmacy Service regarding the transportation of discharging patients by escorting patient to pharmacy to pick up medications, and any assistive equipment that patient needs at discharge (i.e., wheelchair, walker, etc.) and transporting the patient at discharge to a location where family member can meet/pick up the patient.

o) Support the medical floor/units in transporting labs, urgent STAT labs to help facilitate care in Code Blues, and DAART team responses.

p) Provide postmortem care of transporting deceased patients to the morgue.

q) Support and assist in any other duties related to patient experience as assigned by contractor’s Supervisor.

r) Maintain any records (attendance rosters, personnel data, etc.). The records will be kept in an office space provided within the Organizational Experience Services (OES) department. Any other documentation required to perform duties (logs, trackers, etc.), are kept within a database, or secured by OES supervisors at the end of the day.

8.0 CERTIFICATIONS/LICENSES/QUALIFICATIONS/TRAINING:

8.1. The Contractor shall provide a bonded copy of each Hospital Patient Porters American Heart Association Basic Life Support (BLS) certification three (3) days prior to their first day of performance.

8.2. The Contractor shall ensure that all Hospital Patient Porters have a minimum of six (6) months of experience in customer service experience.

8.3. The Contractor shall ensure that all Hospital Patient Porters are legal residents or U.S. citizens and be fluent in the English language.

8.4. Contractor personnel shall be at least 18 years of age, have no criminal history, able to pass a Special Agreement Check (SAC) for issuance of a Personal Identity Verification (PIV) badge and be able to perform all general duties, functions, and activities as required.

8.10.5. The Contractor shall complete all required and mandated training as assigned by the Contracting Officer Representative (COR).

9.0 CONDUCT:

9.1 The Contractor shall ensure that all Hospital Patient Porters conduct business in a professional manner while committing to the highest level of respect, courtesy, compassion, and safety of all Veteran Patients. The Contractor shall be required to greet individuals in a polite, prompt, and helpful manner and shall acknowledge and adhere to the Facilities’ smoke free policy as noted below.

9.2 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.

10.0 APPEARANCE/UNIFORMS

The Contractor shall:

10.1. Wear professional uniforms that consist of a red collared polo shirt with the Contractor’s name/logo on the shirt (left chest placement no larger than 2.5-5 inches wide and 2.5-5 inches tall), and Black Pants (No jeans, scrubs, cut offs, warmups, sweats, etc.).

10.2. Uniforms shall look professional, neat, and clean in appearance and shall all match to clearly identify staff.

10.3. Ensure that staff have closed-toe shoes that are clean and neat in appearance in order to respond to emergency situations.

10.4. Outerwear for inclement weather shall be considered a part of the uniform and shall look professional, easily identified, and visible to customers.

10.5. Keep hair neat and clean and look professional.

10.6. Always wear their Personal Identity Verification (PIV) badge above the waist.

11.0 CLAIMS/DAMAGE:

11.1 All claims of damaged or missing/stolen property involving VA patient/customers and Hospital Patient Porters shall be directed to and handled by the Contractor supervisor. The Contractor supervisor shall immediately notify the COR and the VA Police for investigation.

11.2 Corrective actions to resolve all substantiated claims shall commence immediately. All substantiated claims shall be settled within fourteen (14) working days unless extenuating circumstances warrant additional time and is authorized by the Contracting Officer.

11.3 The VA assumes no direct responsibility for such claims.

12.0 CONTRACTOR PERFORMANCE AND NOTIFICATION:

12.1 In the event the Contractor is unable to perform services or have services performed as required, the Contractor shall immediately notify the VA COR and provide a justification for non-performance.

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

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

13.0 CONTRACTOR'S RESPONSIBILITIES AND INSURANCE REQUIREMENTS:

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

13.2 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.

13.3 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.

14.0 SAFETY REQUIREMENTS:

14.1 To protect the lives and health of patients, the Contractor shall take such safety precautions as the COR may determine to be reasonably necessary. The COR shall notify Contractor of any safety non-compliance and the action to be taken.

14.2 The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. If Contractor fails or refuses to comply promptly, the Infectious Control (IC) may issue an order, stopping all or any part of the work.

14.3 The Contractor shall immediately notify the VA of any incidents involving injury to VA patients/staff/volunteers/guests within 2 hours. 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.

14.4 The Contractor shall be required to immediately report any 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.

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

14.6 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 approved by the COR.

15.0 INTERFERENCE WITH NORMAL FUNCTIONS:

15.1 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.

15.2 Any interruptions considered to be excessive should be brought to the attention of the Contracting Officer Representative.

16.0 CONTRACTOR'S QUALITY CONTROL PROGRAM (QCP):

16.1 The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of the QCP will be required to be submitted at the time of offer. Contractor's QCP shall include the following or have incorporated into during performance of contract, at a minimum:

16.1.1. 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.

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

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

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

16.1.5. 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.

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

16.1.7. Provide reports of patient/staff/guest complaints or concerns to COR monthly reports.

16.1.8. 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.

17.0 PROPOSED PLAN:

17.1 After notification of contract award, Contractor shall have 30 calendar days for full operation implementation and to finalize staff requirements including, Government-administered background investigations.

18.0 ORDERING ACTIVITY:

18.1 The Contractor shall not accept any instructions issued by any person other than the COR or Contracting Officer.

19.0 CHANGES TO CONTRACT:

19.1 Only those services specified herein are authorized. 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.

20.0 COMPLAINTS:

The Contractor shall:

20.1. Promptly and courteously respond to all complaints within 24 hours (see 16.8), including complaints brought to Contractor’s attention by the COR acting as the Quality Assurance Evaluator (QAE).

20.2. Maintain a written record of all complaints, showing the identity of the individual, the nature of the complaint, and Contractor’s response.

20.3. Permit the Government to inspect such records upon reasonable notice.

21.0 QUALITY ASSURANCE:

The Contractor shall:

21.1. 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.

21.2. Always provide adequate on-site supervision to achieve quality assurance and to handle all customer service concerns.

21.3 All tasks accomplished by Contractor personnel shall be performed to preclude damage or defacement to Government-owned furnishings, fixtures, equipment, and facilities.

21.4 Contractor shall report any damage observed or caused by Contractor personnel to the COR.

22.0 MONITORING PROCEDURES:

22.1 The COR shall be responsible for monitoring the Contractor's performance.

22.2 Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor.

22.3 Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time, not more than three (3) working days, to take corrective action.

22.4 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. The Contractor shall notify the COR when correction(s) have been made.

23.0 CUSTOMER SATISFACTION SURVEYS:

23.1 The South Texas Veterans Health Care System may conduct independent customer satisfaction surveys to evaluate patient transport services.

23.2 Participation by Veterans in all surveys shall be voluntary.

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

24.0 DISRUPTIVE BEHAVIOR:

24.1 The Contractor shall always provide adequate onsite supervision to handle disruptive behavior of patient transport staff performing under the contract.

24.2 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 South Texas Veterans Health Care System.

25.0 INSTALLATION APPROVAL:

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

26.0 GOVERNMENT RESPONSIBILITIES:

26.1 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.

26.2 The required training shall be scheduled at a post award meeting on a mutually agreeable date and coordinated with the COR.

26.3 Equipment will be supplied by the department for contractor usage (radio, desktop computer, printer).

27.0 CONTRACTOR POINT OF CONTACT:

27.1 The Contractor shall have a Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract.

27.2 An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC.

27.3 The Contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate shall be provided to the COR.

27.4 The POC shall be available by telephone Monday through Friday, between 0700 and 1700, including federal holidays if necessary.

27.5 The parties agree that the Contractor’s personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the Contractor.

28.0 CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS:

28.1 Contractor shall be required to provide copies of the following:

Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

28.2 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.

29.0 INCIDENTS AND EMERGENCY SITUATIONS:

29.1 The Contractor shall respond to alerts or emergencies, by aiding injured or stranded persons in emergency situations, and/or by notifying the VA Police.

29.2 The Government may provide an Emergency Plan brochure to the Contractor at the time of contract award.

29.2a The Emergency Plan brochure describes reporting procedures for a variety of emergency scenarios including cardiac arrest, hazardous material spills, disruptive and/or dangerous behavior, etc.

29.3 In the event of an incident or Emergency, contractors shall be required to call VA Police or if a Medical Emergency: 911.

30.0 Purified-Protein Derivative (PPD) SKIN TEST:

30.1 The Contractor shall ensure that all contract personnel who shall be assisting or in direct contact with Veteran patients or with persons who provide direct care MUST provide the following documentation:

•PPD Skin test – Results from the last six months shall be accepted. If PPD is positive, the individual MUST provide documentation of the absence of active TB.

30.2 It shall be the responsibility of the Contractor to provide documentation of the above prior to assignment. On an annual basis or upon request, the Contractor shall be expected to provide evidence or copy of the results of each staff performing under the resulting contract. The COR shall be notified of any changes in individual status with appropriate documentation. In the event of an exposure, it is required that the Contractor has a plan that must be followed to protect the individual and others. Records shall be maintained as required by CFR 1910.1030.

31.0 VACCINATIONS:

31.1 Contractors shall be immunized against the influenza annually or provide a medical/religious exemption.

32.0 DRUG/ALCOHOL POLICY:

32.1 The Contractor shall ensure that all staff performing under this contract comply with the participating South Texas Veterans 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.

33.0 CONTRACTOR PARKING:

33.1 Contractors are not permitted to park on Audie L. Murphy Veterans Memorial Hospital and Campus. Parking is permitted directly outside of the gated area of the facility at no cost. No transportation is required due to the short distance.

34.0 CELL PHONE USAGE:

34.1 Personal cell phone use shall not be permitted during scheduled work hours.

35.0 INVOICE REQUIREMENT:

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

36.0 Information Systems Officer, Information Protection:

36.1 The contractor shall have limited access to VA Desktop computers, they will have limited access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

37.0 Privacy Officer:

37.1 The contractor shall have limited access to protected Patient Health Information (PHI) and they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

38.0 Records Manager: The NARA Records Management language (Attached) only need to be added if records could be created, maintained, or dispositioned by the contract/contractor.

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. STVHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of STVHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to STVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to STVHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor shall be required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) shall be required to abide by Government and STVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with STVHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public STVHCS information that are not specifically tied to or authorized by the contract.

9. 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The STVHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which STVHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records shall be required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

39. Performance Requirements Summary

Contractor Responsibilities

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Clauses that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

The following clauses are incorporated into 52.212-4 as an addendum to this contract:

C.2 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):

https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52 (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

(End of Clause)

52.209-10

52.212-4

PROHIBITION ON CONTRACTING WITH INVERTED DOMESTIC CORPORATIONS (DEVIATION)

CONTRACT TERMS AND CONDITIONS-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION)

NOV 2025

OCT 2025

52.219-8

52.219-28

UTILIZATION OF SMALL BUSINESS CONCERNS (DEVIATION)

POSTAWARD SMALL BUSINESS PROGRAM REPRESENTATION (DEVIATION)

NOV 2025

NOV 2025

52.222-50 52.222-54

COMBATING TRAFFICKING IN PERSONS (DEVIATION)

EMPLOYMENT ELIGIBILITY VERIFICATION (DEVIATION)

NOV 2025

NOV 2025

52.223-5

52.223-23 52.224-1 52.224-2

POLLUTION PREVENTION AND RIGHT-TO-KNOW INFORMATION

SUSTAINABLE PRODUCTS (DEVIATION)

PRIVACY ACT NOTIFICATION

PRIVACY ACT

MAY 2024

NOV 2025

APR 1984

APR 1984

52.226-8

52.228-5 52.229-3

ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING

INSURANCE-WORK ON A GOVERNMENT INSTALLATION

FEDERAL, STATE, AND LOCAL TAXES (DEVIATION)

MAY 2024

JAN 1997

SEP 2025

52.233-4

52.237-2

52.237-3

APPLICABLE LAW FOR BREACH OF CONTRACT CLAIM (DEVIATION)

PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION

CONTINUITY OF SERVICES

NOV 2025

APR 1984

JAN 1991

852.204-70

852.204-71

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (DEVIATION)

INFORMATION AND INFORMATION SYSTEMS SECURITY

MAR 2026

FEB 2023

852.237-75 852.239-73

852.239-74

KEY PERSONNEL

INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE OR USE

SECURITY CONTROLS COMPLIANCE TESTING

OCT 2019

FEB 2023

FEB 2023

C.3 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (APR 2026)

(a) Definitions. As used in this clause— Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor.

Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources.

(b) In connection with the performance of work under this contract, the Contractor agrees as follows:

(1) The Contractor will not engage in any racially discriminatory DEI activities;

(2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause;

(3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts;

(4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contracting Officer; and

(5) The Contractor will inform the Contracting Officer if a subcontractor sues the Contractor and the suit puts at issue, in any way, the validity of this clause.

(6) The Contractor recognizes that compliance with the requirements of this clause are material to the Government's payment decisions for purposes of 31 U.S.C. 3729(b)(4).

(c) The Contractor must include the substance of this clause, including this paragraph (c), in subcontracts at any tier, including those for commercial products and commercial services, except those where the place of delivery or performance is outside the United States.

(End of clause)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days of contract expiration.

(End of Clause)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of contract expiration; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed five (5) years.

(End of Clause)

C.6 52.219-14 LIMITATIONS ON SUBCONTRACTING (NOV 2025) (DEVIATION)

(a) This clause does not apply to the unrestricted portion of a partial set-aside.

(b) Definition. Similarly situated entity, as used in this clause, means a first-tier subcontractor, including an independent contractor, that—

(1) Has the same small business program status as that which…