36C26018Q0196-001.docx

36C26018Q0196

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

663-19-1-2530-0001 36C26018Q0196 05-07-2018 Diana Curl 208-429-2031 05-18-2018 1:00 p.m. MT 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706 X X 624410 $7.5 Million Net 30 X N/A X 36C663 Department of Veterans Affairs VA Puget Sound - American Lake Division 9600 Veterans Drive Tacoma WA 98493 36C260 Department of Veterans Affairs Network Contracting Office 20 960 Broadway Ave, Suite 460 Boise ID 83706

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page The contractor shall provide hourly, Drop-In Child Care Services at the child care center located at the VA Puget Sound Healthcare System - American Lake Division in accordance with the attached Statement of Work (SOW).

PERIOD OF PERFORMANCE:

BASE YEAR: 12-01-2018 - 11-30-2019

OPTION YEAR ONE (1): 12-01-2019 - 11-30-2020

OPTION YEAR TWO (2): 12-01-2020 - 11-30-2021

OPTION YEAR THREE (3): 12-01-2021 - 11-30-2022

OPTION YEAR FOUR (4): 12-01-2022 - 11-30-2023

See CONTINUATION Page

663-3690160-2530-820100-2542 SPR0RP1A1

X X X Diana D. Curl 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: TBD

b. GOVERNMENT: Contracting Officer 36C260 Department of Veterans Affairs Network Contracting Office 20

960 Broadway Ave, Suite 460 Boise ID 83706

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.

Tungsten Network

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

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

B.2 LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011)

This solicitation includes FAR 52.219-14 Limitations on Subcontracting. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an “Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement” to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Phase-in Period.

Contract Period: Base POP Begin: 12-01-2018 POP End: 12-15-2018

WK

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Base POP Begin: 12-16-2018 POP End: 12-31-2018

WK

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Base POP Begin: 01-01-2019 POP End: 11-30-2019

MO

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Option 1 POP Begin: 12-01-2019 POP End: 11-30-2020

MO

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Option 2 POP Begin: 12-01-2020 POP End: 11-30-2021

MO

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Option 3 POP Begin: 12-01-2021 POP End: 11-30-2022

MO

SERVICES, NON-PERSONAL: The contractor shall provide Hourly, Drop-In Child Care Services in accordance with the attached Statement of Work.

Contract Period: Option 4 POP Begin: 12-01-2022 POP End: 11-30-2023

MO

GRAND TOTAL

Page 1 of Page 1 of

B.4 STATEMENT OF WORK

1. Contract Title: Drop-In Child Care Services.

2. General Information: This is a non-personnel services contract for Drop-in Child Care Services for the Veteran Affairs Puget Sound Heath Care System – American Lake. The Government shall not exercise any supervision or control over the contract service providers performing the service herein. Such contract service providers shall be accountable solely to the contractor, who in turn is responsible to the Government.

3. Mission:

It is the intent of the Department of Veterans Affairs (VA) to provide hourly, drop-in child care services to veterans during their VA medical appointments in efforts to help relieve the difficulty some veterans have in making their VA medical appointments when they are responsible for providing care to young children. Children, both infants and school-age, can be dropped off at the VA Child Care Center for the duration of the veteran’s scheduled medical appointment, at no charge to the veteran.

4. Objective:

The contractor shall provide the highest standard of child care in accordance with all State of Washington and Federal laws pertaining to child care centers. The contractor shall provide all the manpower, resources, and services necessary to meet the following objectives:

1. Direct support of the VA Child Care Pilot Program (Program).

1. Safe, developmentally appropriate environments and quality care for young children with strict adherence to health, sanitation, safety, fire, nutrition, and risk management requirements.

1. Qualified and experienced management, support and Child Development Staff who communicate positively and professionally with children and parents.

1. Provide environments that positively contribute to children’s physical, social, emotional, and cognitive growth.

5. Environment:

The Program provides hourly drop-in child care services for children from ages six (6) months through twelve (12) years of age from the hours of 7:30 a.m. to 4:30 p.m. on the grounds of VA Puget Sound - American Lake Division. The Program consists of temporary care (not to exceed 3 hours) that offers children a variety of activities, quiet and active play, indoor and outdoor activities, large and small muscle activities, private/individual time, large group and small group times. The current maximum capacity in the Program is 30 children however; the daily operational capacity is determined by the age of the children, teacher/child ratios, and veteran needs.

6. Location:

The following location is covered under this acquisition: the space is located at the VA Puget Sound Health Care System – American Lake Division, 9600 Veterans Drive, Tacoma, Washington 98493.

7. Scheduling:

Services will be available between the hours of 7:30 a.m. to 4:30 p.m. Monday through Friday. Pre-appointments for use of drop-in services are not required. Veteran patients may, however, contact the child care center in advance of their appointment date. Capacity is limited to 30 children at any given time. However, it is anticipated that general use will not exceed three (3) hours for most users, with, drop-in consideration for special needs of certain users based on multiple appointments and/or appointment type. The drop-off and pick-up area is located in the reception area of the child care center at American Lake.

8. Scope of Work:

The Contractor shall provide all resources necessary to accomplish the services described in this Statement of Work (SOW), except as may otherwise be specified. The contractor shall provide hourly, drop-in child care services for children of veterans during the veteran’s scheduled appointment(s) time at the VA Puget Sound - American Lake Division. Children, both infants and school-age, can be dropped off at the VA pilot child care center for the duration of the veteran’s medical VA appointment, at no charge to the veteran.

9. Background:

VA Puget Sound was selected to implement a pilot program to provide child care service for Veteran patients with VA clinic appointments. The contractor shall provide this service to VA Puget Sound - American Lake Division patients. The intent of this request is to provide for Non-Personal Services for program administration and child care oversight as well as supplies and materials (toys, office supplies, diaper changing, etc.) in support of this program. Congress authorized an extension of the child care pilot program under the Department of Veterans Affairs Expiring Authorities Act of 2017, Public Law 115-62, a comprehensive package of services that extends funding for training, mental health services, and access to medical care for the caregivers of Veterans with special needs. Child care is a service that Veterans have requested and the pilot program will benefit both men and women Veterans. The program is funded through Fiscal Year 2019.

10. Period of Performance: See Section B.3 Price/Cost Schedule.

The period of performance shall be for one (1) phase-in period, one (1) based year plus four (4) option periods.

11. Transition of Contractor Operations:

Phase-In: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board during the fifteen (15) calendar day phase in period. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.

12. Referrals:

Veterans will be informed of the program via on-site signage, promotion through VA web-sites, mail, Veterans service organizations, clinical provider referrals and general inquiry. Veterans will be required to present proof of appointment(s) at the time of child drop-off and will be required to show time of appointment check out upon pick up. The means of proof are: signed Appointment Verification Card, appointment letter, or other reasonable proof to determine the appointment is medical, and follow-up by the daycare director by phone to confirm appointment(s).

13. Reporting Requirements:

The Contractor shall be responsible for providing and implementing security procedures that ensure both children and adults are safely and properly identified prior to child care drop off and pick up. Identification of both child and adult shall include, but not limited to, first and last name, phone number where adult can be reached, address, appointment time and place, and emergency contact. The contractor will also be responsible for obtaining emergency points of contacts for each child so that another designated responsible individual may pick up a child in the event that the veteran is unable to return to pick up the child after the child has been dropped off for child care. An emergency POC shall be identified by first and last name, and a phone number were the emergency POC can be reached. Identification of children, adult, and emergency POC shall be recorded and provided to the COR on a monthly basis or as requested.

13.1 The Contractor shall keep a log of veteran use of the child care center as well as materials used during that period of care. The daily log should contain but not be limited to veteran’s full name, time and location of appointment(s), age of child/children, name of child/children, and emergency contact name and cell phone number. Information recorded in the log shall be determined via project meetings between the contractor and VA Puget Sound/VA Central Office designees before actual start date of the program.

13.2 The Contractor shall implement a quality assurance program to ensure that VA requirements are being met. The contractor shall take corrective action when deficiencies are identified and return any corrective/additional information to VA Puget Sound within 14 business days.

13.3 VA Puget Sound will have ultimate oversight, review, and rejection/acceptance for all performances related to this program/acquisition.

13.4 Under no circumstances should veterans receive billing from the contractor.

13.5 The contractor shall appoint a program manager to be responsible for effective liaison with VA Puget Sound/VA Central Office coordinators and the contract Contracting Officer Representative.

14. Hours of Operation:

The Contractor shall provide services from 7:30 a.m. to 4:30 p.m. Monday through Friday. Hours over and beyond shall be addressed via project meetings between contractor, COR, and Contracting Officer. Services will not be offered on national holidays.

The following Federal Government holidays are observed:

· New Year’s Day, January 1

· Martin Luther King Jr.’s Birthday, third Monday in January

· President’s Day, third Monday in February

· Memorial Day, last Monday in May

· Independence Day, July 4

· Labor Day, first Monday in September

· Columbus Day, second Monday in October

· Veteran’s Day, November 11

· Thanksgiving Day, fourth Thursday in November

· Christmas Day, December 25

1. The Contractor shall recognize any other day designated as a holiday by Federal Statute or Executive Order (e.g., the Friday/Monday after a specific holiday, etc.), or by the Medical Center Director or designee.

1. The Government prohibits, within the child care center, any dissemination of religious information, prayer, and program activities that teach or promote religious doctrine.

1. Should the VA child care center not open due to weather conditions; local radio and television stations will announce this information and the Contracting Officer Representative (COR) will confirm. The child care center should adjust its schedule accordingly.

15. Security:

All Contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM’s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access.

The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

16. Facility Access and Control:

16.1 Policies and checklists regarding safety; security and emergency procedures address opening and closing the facility and checking that all doors and gates to the outside areas are secure. During emergencies, families or designated family representatives are notified by telephone, Medical Center emergency notification system, radio, or television broadcast.

16.2 The Contractor shall ensure that its employees working at the child care center display his/her identification badge while on VA grounds. Employees are required to show their valid identification badge to gain access to the facility. If an employee's identification badge becomes lost or stolen, it must be reported to the COR within one workday.

17. Physical Security:

17.1 Theft/Loss/Damage. In cases of theft, the Contractor shall notify the COR in writing within one hour upon discovery. The contractor shall provide the necessary security and precautions to safeguard and protect all Government equipment, property and supplies. The contractor, at no cost to the Government, will replace any lost or stolen items. Replacement equipment shall be identical in quality to that which was originally furnished by the Government and shall meet all Consumer Product Safety Commission standards. In addition, in cases of theft the contractor will notify the COR within one hour upon discovery.

17.2 Lock and Key Control. The COR shall sign for and receive from the Government the initial keys and locks for Government furnished facilities. The contractor is responsible for securing the physical facility and grounds which includes all equipment and furnishings both indoors and outdoors. The contractor shall reimburse the Government for replacement of locks and keys when the contractor loses or duplicates a master key, all locks will be replaced at the contractor’s expense. The contractor shall report the occurrence of a lost, stolen, or misplaced key to the VA Security Office and COR within 24-hours after discovery of such a loss, theft, or misplacement.

18. Caregiver to Child Ratio:

18.1 The child care center will operate within the caregiver to child ratio per the Washington State Department of Early Learning, Applicable Regulations: RCW 43.215.545; Chapter 170-295 WAC.

18.2 Once the maximum capacity is reached for a stated age group, additional children for that age group will be turned away.

19. Licensure/Regulatory Requirements:

19.1 The Contractor must be a licensed, insured child care center with a satisfactory reputation in the surrounding community. The contractor must retain a license from the Washington State Department of Early Learning and must operate in compliance with all applicable State of Washington and Federal laws and regulations governing child care centers.

19.2 The child care center director will provide program administration and be responsible for the recruitment, hire and supervision of staff and oversight over all aspects of the child care program. The child care center director must have a minimum education requirement of at least 25 college quarter credits in early childhood education, of which only 8 can be department-approved clock hours, must hold a current child development associated certificate, and must be registered with the Washington State Training and Registration (MERIT) program. The child care center director must have a minimum of two years of experience as a director of a child care center for children ages 6 months through 12 years. The child care center director must be located at the VA Medical Center for the majority of the hours and readily available to provide guidance; program direction and function as Liaison with VA Medical Center Staff (i.e. Fire; Safety; Executive Leadership; VA Child Care COR; Public Relations etc.). These duties shall not interfere with any assigned provision of child care. In the event, the child care center director is unavailable due to planned administrative leave, emergency, or sick leave the contractor must designate a person to be in charge that meets the minimum qualifications for with the State of Washington for a lead teacher. The COR will be advised in advance of any planned absences which require designation and/or substitution of staffing and provide concurrence.

19.3 The child care center director will be responsible for hire and recruitment of staff with appropriate credentials; experience to include: Lead teacher(s) who must be a minimum of 18 years of age, have completed a high school education or equivalent and have documented experience working with children. The child care assistant will be at least 18 years of age and operates under the direct supervision of a lead teacher. The child care center director will be responsible for providing a contingency plan for emergency and routine leave coverage which meets staffing experience; certification requirements and child/care giver ratios to the COR for concurrence. The contractor is required to provide the following documents to the Contracting Officer and the COR for each proposed contractor employee that will be performing under contract at VAPSHCS-American Lake Division:

1. List of proposed personnel and the job title the will be performing

1. Professional resumes for all proposed personnel

1. Copy of professional certifications that are current and valid for the positions to be held

1. Additionally, but not limited, proof of education, year of pertinent experience, employment history, child develop associate, current health condition, immunization history, references, etc.

19.4 The Contractor shall adhere to and maintain compliance with regulatory requirements found in Public Law, Government Policy and National Standards, Occupational Safety & Health Association (OSHA) Guideline 1910, and Washington State Licensing.

20. Quality Assurance and Control:

20.1 The Contractor must provide a quality control plan that addresses the Quality Assurance aspects below. Such plan will be furnished to the Contracting Officer within 15 days of the date of award of the contract. The Contracting Officer will notify the contractor within 15 days after receipt of the plan whether or not the plan is acceptable. If the plan is not found acceptable, the Contracting Officer will identify those areas requiring clarification or correction, and the contractor will have 30 days to provide corrected plan. The plan must include:

1. A description of the methods to be used for identifying and preventing defects in the quality of service performed; and

1. A description of records to be kept to document inspections and corrective or preventive actions taken.

20.2 Records of inspections must be kept and made available to the Contracting Officer, when requested, throughout the contract performance period and for a period of seven years after the contract close out.

20.3 The performance measurements under the proposed contract shall be based upon the timeliness and quality of the services provided. These measurements are defined as:

0. Timeliness – Required services and reports are provided in accordance with the stated period of performance, scheduled timelines, and hours of operation as set forth within this solicitation package.

0. Quality – Services provided under the proposed contact will be measured based upon the Government’s determination of the validity, accuracy, clarity and usefulness of the service or if the work performance has met the requirements listed within the SOW and as communicated to the contractor by the Government.

20.4 The Contracting Officer may require the contractor representative to meet with the Contracting Officer, COR, and other Government personnel as deemed necessary. The contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any such meetings must be recorded and signed by the contractor representative and the Contracting Officer or contract administrator. If the contractor does not concur with any portion of the minutes, such nonoccurrence must be provided in writing to the Contracting Officer within 14 calendar days following receipt of the minutes. The contractor shall adhere to and maintain compliance with state and nationally recognized standards including, but not limited to:

1. Occupational Safety & Health Association (OSHA) Guideline 1910

1. State of Washington licensing (if applicable).

1. Washington State Department of Early Learning

20.5 The COR will monitor performance by reviewing contractor’s log. Any questions or concerns regarding offer or performance in regards to these reports will be immediately addressed with offer or verbally and in writing.

20.6 VA Puget Sound Health Care System shall provide a questionnaire to survey Veteran feedback regarding the use of the child care pilot program.

20.7 VA Puget Sound Health Care System shall monitor staff training; certifications and performance by reviewing contractor’s records. Any questions or concerns regarding offer or performance in regards to these reports will be immediately addressed with offer or verbally and in writing. Government personnel, such as Inspector General, VA, or other personnel designated by the CO, are authorized to observe/review/assess contractor operations. The Government reserves the right to conduct and oversee announced and unannounced observations and inspections of the child development programs.

20.8 The Contractor must prepare a health care plan that protects and promotes the health of children using the drop-in center. A health check of each child must be carried out by a person who is competent to recognize symptoms of illness and communicable diseases upon arrival to the program. The following rules for exclusion must be followed for both child center staff and children: fevers of 100 degrees Fahrenheit, diarrhea, unidentified skin rash, diaper rash, excessive productive cough or vomiting. Any child exhibiting any of these conditions must be denied admission to the program that day.

20.9 VA designated personnel will conduct monthly inspections in the areas of health, facilities, fire, sanitation, and safety. If deficiencies are identified, inspectors will determine a corrective action time frame. The contractor shall be responsible for compliance and correcting all deficiencies noted during inspections within the assigned time frame.

20.10 The Contractor shall comply with the current child care regulations, instructions, and commercial codes. Any future amendments, updates or revisions to these standards shall be implemented upon receipt if there is no added cost to the contract. If additional cost is anticipated, then prior to incurring the cost, the contractor will notify the CO prior to incurring the additional cost. The CO will prepare a change order to the contract and negotiate prior to implementation.

20.11 The Contracting Officer and the COR shall have access to, and the right to examine, any of the contractor’s pertinent books, documents, papers or other records involving transactions related to this contract during the contract period and for a period of three years after final contract payment.

20.12 The Contractor is responsible for initiating and maintaining all program policy and operating records to include daily, weekly, monthly, and yearly attendance figures, child and employee records, inspection reports, inventories, and financial reports as applicable. There may be other ad hoc reports that are not defined at this time. The COR will request reports and assign suspense dates as when the reports must be submitted. Reoccurring reports must be submitted to the COR within five-(5) working days of the following month.

20.13 The Contractor must develop and update a contingency and disaster plan on an annual basis, incorporating any specific VA policies and/or procedures.

20.14 The Contractor shall establish and enforce internal controls relative to training requirements, security of child and employee records, physical security, and any other internal controls in compliance with VA guidelines and policies necessary for the efficient and safe operation of the program.

20.15 Customer Service: Patrons should address issues and concerns about children and the care provided in the child care center to the child care center director. The child care center director is responsible for the daily operations of the center and has the authority and responsibility to resolve all program and management issues. The contractor is responsible for ensuring customer satisfaction. The director will contact the COR within 24 hours of receiving the customer’s issue(s). Patrons have the right to contact the COR at any time with regards to customer service.

20.16 The Contractor shall comply with HIPPA and FOIA standards for maintenance of records, information technology system oversight, and review of records.

20.17 Government personnel, such as Inspector General, VA, or other personnel designated by the CO, are authorized to observe/review/assess contractor operations. The Government reserves the right to conduct and oversee announced and unannounced observations and inspections of the child development programs.

20.18 The Contractor management will identify cleaning deficiencies and take action to correct these deficiencies immediately. Any deficiencies will be brought to the attention of the COR inclusive of a corrective plan of action.

20.19 VA designated personnel will conduct monthly inspections in the areas of health, facilities, fire, sanitation, and safety. If deficiencies are identified, inspectors will determine a corrective action time frame. The Contractor shall be responsible for compliance and correcting all deficiencies noted during inspections within the assigned time frame.

20.20 The child care center closure is contingent upon local VA Medical Center decision and/or OPM directives and will be communicated through established communication channels to include news media outlets. The contractor and the CO will negotiate the exact time and contractor’s compensation.

20.21 Emergency Actions: The Contractor shall propose an emergency action plan for review and concurrence with VA Fire; Safety; Infections Control and Emergency Preparedness program coordinators and managers that addresses the following:

1. Contingencies and disasters

1. Emergency child care and staffing

1. Building evacuation plan

1. Medical and health emergencies

1. Notification of proper authorities for each situation

1. Notification of children’s families

1. Coordination with fire and safety offices

20.22 The Contractor shall submit a report to the COR on the 30th day of each month describing emergency actions taking place during the month.

21. Type of Contract: This is a Firm Fixed Price Contract.

22. Confidentiality and Nondisclosure:

It is agreed that: Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized by the contractor without the written approval of the CO and the designated VA Pilot Program Director. The contractor shall not use its involvement with the child care pilot program in any publicity arena nor any contractor advertisements.

23. Key Personnel:

23.1 Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract. These are defined as key personnel and are those persons whose resumes were submitted. The contractor agrees that such personnel shall not be removed, diverted, or replaced from work upon notification of the COR.

23.2 The Contractor must submit all prospective employee qualification documents to the COR prior to finalizing employment. This would include, but is not limited to, proof of education, year of pertinent experience, employment history; current health condition, immunization history, references etc. The prospective employee may not begin work until the initial VA required background checks and health requirements are met.

23.3 Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel that is being replaced. Requests to substitute personnel shall be reviewed by the COR. All requests for substitutions in personnel shall be submitted to the COR within thirty (30) calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute. The COR will evaluate such requests and promptly notify the contractor of recommendation in writing. Substitute staff should be designated by the contractor well before the need presents itself, as substitute staff will be required to have already completed the required VA background checks (including a NACI) and mandatory VA training. The Government retains the right to remove personnel from employment at the VA site.

23.4 At least one staff member who will be in attendance the entirety of the day must be CPR and First Aid Certified and be able to show proof of certifications. This information must be provided when submitting the proposal.

24. Child Care Safety:

24.1 Child Care Safety is ensuring freedom from accidental or inadvertent injury during child care service processes. All Adverse Events, Close Calls, or Intentionally Unsafe Acts must be reported immediately (same day) by the contractor to the COR or designee for VA Puget Sound.

24.2 Adverse Events. Adverse events may result from acts of commission or omission (e.g., giving wrong type of snack food to a child, failure to change diapers in a timely manner and a rash develops, adverse reactions or negative outcomes from the child care services provided). Some examples of more common adverse events include: child falls, adverse allergic reaction, procedural errors or complications, and missing children events.

24.3 Close Calls. A close call is an event or situation that could have resulted in an adverse event, but did not, either by chance or through timely intervention. Such events have also been referred to as “near miss” incidents. An example of a close call would be a child was almost picked up by an unauthorized adult, but the error was caught and corrected prior to the child being given to an unauthorized adult for pickup. Close calls are opportunities for learning and afford the chance to develop preventive strategies and actions; they receive the same level of scrutiny as adverse events that result in actual injury.

24.4 Intentionally Unsafe Acts. Intentionally unsafe acts, as they pertain to children, are any events that result from:

(a) A criminal act,

(b) A purposefully unsafe act,

(c) An act related to alcohol or substance abuse by an impaired adult/provider and/or staff member, or

(d) Events involving alleged or suspected child abuse of any kind.

24.5 Notification of adverse actions: The beneficiary will be notified of any adverse action which occurred the same day of the action. The notification will be given in writing and explained to the beneficiary. The beneficiary will sign receipt of an acknowledgement, which does not relieve the contractor’s responsibility for ramifications of such adverse action.

25. Penalty for Non-Performance:

25.1 If the Contractor does not conform to contract requirements, the Government may require the contractor to perform the services again in conformity with contract requirements, at no additional cost to the Government, if appropriate. When the defects in services cannot be corrected by re-performance, the Government may:

25.2 Require the contractor to take necessary action to ensure that future performance conforms to contract requirements; and

25.3 Reduce the contract price to reflect the reduced value of the services performed.

26. Billing/Invoicing:

26.1 The Contractor shall provide the VA with an electronic version of their monthly invoices for payment processing. Invoices shall be submitted via electronic invoicing system. Invoices should contain information that directly corresponds to services provided.

26.2 The Contractor shall be reimbursed only for time and efforts directly related to services and support provided for the VA Child Care Program, and for the care of children dropped off by veterans with appointments.

26.3 CONTRACTOR REMITTANCE ADDRESS: Effective January 1, 1999 all payments by the Government to the contractor will be made in accordance with Federal Acquisition Regulation (FAR) Clause 52. 232-33, Payment by Electronic Funds Transfer—System for Award Management (31 U.S.C. 3332).

26.4 Invoices shall be submitted to the Financial Services Center via electronic invoicing system, Tungsten Network: http://www.tungsten-network.com/us/en/

26.6 The COR will advise the contractor of approval/disapproval for each monthly invoice within seven (7) working days of submittal of the invoice. If the COR does not return the invoice within seven (7) working days then the contractor will be provided 100% of their invoiced amount.

26.7 The Contractor may direct questions on any withholding of a payment to the Contracting Officer (CO). If the contractor demonstrates that the contractor’s inability to meet performance requirements was due to a failure in Government procedure (i.e. miscommunication of facts, failure to provide the contractor with information or devices necessary to provided services, etc.) the monthly payment, or some part of the monthly payment, may be released to the contractor in a future invoicing period.

27. Government Furnished Property and Services:

27.1 The Government will furnish the child care facility for use by the contractor to perform the requirements of this contract. Facilities are designed and equipped to meet VA fire, safety, health, and sanitation standards and program needs.

27.2 The Government will furnish the facility and the surrounding grounds. An enclosed playground area may be used only when time is coordinated with on-site Day Care Program. All requests for building maintenance will be made to the COR. The contractor shall make no structural alterations to the facility. The contractor shall return the facility to VA in the same condition as received, minus fair wear and tear. Inspections of the site will be completed by the COR on a Quarterly basis and a written report of findings will be provided to the contractor. Any issues attributable to the contractor neglect or abuse will be noted, and may be subject to correction at the contractor’s expense.

27.3 The contractor will be responsible for the cleaning standard required by State and Federal Laws for all child care center facilities. The contractor shall be solely responsible for meeting all required kitchen, health, and sanitation standards for food operations, food preparation, and food storage procedures.

27.4 The Government will provide grounds maintenance (snow removal, grass-cutting, pest control, and garbage collection from the dumpsters), security, and fire protection.

27.5 The Government, during the implementation period will work with the contractor to identify toys, equipment, and materials to enhance the child care program. The contractor will provide a list of consumable needs to the COR for pre-authorization review, approval, and purchase. The COR will review, authorize, and purchase approved items for the contractor within seven (7) business days from the date request is received.

27.6 The COR and Contractor shall accomplish a joint inventory list that confirms all Government- furnished equipment provided to the contractor. Both the COR and contractor will sign and receive copies of the inventory.

27.7 The Government will provide the maintenance of all Government-furnished facilities and of all built-in real property (sinks, toilets, kitchen equipment, built-in cabinets, lighting, light bulb replacements, washers and dryers, sprinkler systems, air conditioning and heating systems, and will pay for utilities (heat, air conditioning, electricity, and water). A listing of all Government-Furnished equipment will be reviewed by both the contractor and COR, for which the contractor will acknowledge receipt.

27.8 The Contractor shall be responsible for the cost of maintenance repairs in case of damages incurred as a result of the contractor’s misuse or neglect.

27.9 The Government will make structural alterations as may be required in order to conform to applicable health, safety, and sanitation requirements or modified use of the facility.

27.10 The Government will provide external security via the VA Police Service.

27.11 The Government will provide access to fire protection and prevention via the Lakewood Fire Department.

27.12 The Government will provide telephone and limited computer networking capability compatible with the local system.

27.13 Prior to contract start date, the contractor shall conduct a joint inventory with the COR and sign a receipt for all non-consumable equipment and materials provided by Government. If for any reason the inventory has not been completed and signed by the contractor by the 10th working day following contract start date, the contractor shall accept Government’s inventory list as true and accurate. The COR and the contractor shall jointly update inventory records every 6 months. Inventory copies shall be furnished to the contractor. The contractor, with like quality items, shall replace missing or damaged equipment beyond normal wear and tear. The COR shall approve replacement items. One month before contract completion, a joint inventory shall be conducted using the current inventory list.

27.14 The Contractor is responsible for notifying the COR of any Government Funded Property (GFP) that the contractor believes to be necessary to perform the contract and for notifying the COR of any maintenance, repair, or replacement of GFP.

27.15 Child care facility users (beneficiaries) shall provide formula, baby food, clothing, and diapers. The contractor shall follow acceptable food service operating procedures. The kitchen is not equipped with a stove. Food preparation will be minimal, prepared food will be supplied by the Government. Menus for the meals listed will be coordinated between the child care director and COR. The contractor will be responsible for preparing breakfast, snacks, and lunch.

27.16 The Contractor shall provide the COR a list, in writing, of necessary food items on a weekly or as needed basis. This food list shall be provided to the COR on Monday and/or Wednesday so the food can be ordered from the VA Canteen each Tuesday and/or Thursday. The COR or COR designee shall respond to all food requests immediately as to minimize impact to the Child Care Program.

27.17 The Contractor shall contact the COR for additional items needed in support of the program on an as-needed basis.

28. Contract Oversight:

After the contract start date, the Child Care Program Support Assistant will be the contracting officer representative (COR) with responsibility for contract oversight to include, but not limited to:

1. Oversight of contractor’s staff training, maintaining staff-child ratios, verification of staff background screening and health regulations for child care workers.

1. Conducting periodic program self-assessment evaluations of general facility operating procedures, and quality developmental programming.

29. Contractor Standard Operating Procedure (SOP):

29.1 Contractor’s employment practices, such as personnel and qualifications; employee rights and responsibilities; terms of employment; mandatory training; and disciplinary procedures. The contractor shall provide proposed SOPs for:

1. Staffing

1. Health and sanitation; child daily health requirement; diapering and toileting; hand washing and required procedures for hand washing; toys; plants; and animals.

1. Medications and medical procedures.

1. Child and staff daily health requirements and exclusion policy; and communicable disease reporting for children and adults.

1. Cleaning up Bodily Fluids describing the clean-up of urine, stool, blood and bodily fluids.

1. Bio-hazard clean-up policy describing procedures that comply with the Center for Disease Control and Prevention, and Blood-borne pathogen requirements of the United States Occupational Health and Safety Administration (OSHA) recommendations for prevention of disease” communication as the result of any bio-hazardous spills, incorporating any specific VA policies and/or procedures.

1. Handling non-behavioral/non-medical issues; discipline; guidance and touch; and rest and back to sleep policies.

1. Left-Child Policy. This SOP shall contain all of the steps followed if parents/child care user has not picked up a child within a period of time to be determined through meetings with VA designees.

1. Children with special needs.

1. Safety; key control; fire; fire evacuation; bomb threat; evacuation tags, emergency preparedness; incorporating any specific VA policies and/or…