SOW revised 1.25.23 Move Team Labor contract.doc

VETERANS AFFAIRS PALO ALTO HEALTHCARE SYSTEM (VAPAHCS)

LABOR CONTRACT

STATEMENT OF WORK (SOW)

1. Contracting Officer’s Representative (COR): Tim McCoy

2. Contract Title. Veterans Affairs Palo Alto Healthcare System (VAPAHCS) Labor Contract

3. Background.

VAPAHCS provides labor to assist with the relocation of property to and from the various VAPAHCS facilities.

4. Scope.

To provide labor services in the movement and shipment of government property between buildings and facilities across VAPAHCS to include, but not limited to:

Palo Alto Division

3801 Miranda Ave

Palo Alto, CA 94304-1290

Menlo Park Division

795 Willow Road

Menlo Park, CA 94025

Livermore Division

4951 Arroyo Road

Livermore, CA 94550

San Jose Clinic

80 Great Oaks Boulevard San Jose, CA 95119

San Jose Clinic

5855 Silver Creek Place

San Jose, CA 95138 Sunnyvale Research Center

1080 Innovation Way

Sunnyvale, CA 94089

Fremont Clinic 39199 Liberty Street Fremont, CA 94538

Capitola Clinic 1350 41st Avenue, Suite 102 Capitola, CA 95010-3906

Monterey Clinic

201 9th Street

Marina, CA 93933

5. Specific Tasks.

5.1. The contractor shall provide two full-time equivalent laborers available Monday-Friday 7:30am – 4pm which includes a 30-min lunch break.

5.2. The laborers shall be in excellent physical condition and should be able to handle, lift or carry items weighting up to 70 pounds. The laborers shall comply with all required security requirements to obtain and maintain access to VA IT systems and PIV credentials.

5.3. Contractor shall provide professional, friendly, timely, safe, and efficient customer service and wear clean work uniforms which clearly identify their name, company, and service provided.

5.4. The contractor shall move and deliver items to the end users including but not limited to furniture for the many major moves and projects for the Interior Designers, medical supplies, equipment, computers, printers, beds, stages.

5.5. The contractor is required to use material handling equipment such as forklifts, pallet jacks, hand truck, machine carts and dollies.

5.6. The contractor is required to load all furniture, equipment, and supplies using proper care for delivery to using services. Some equipment due to its complexity have very special handling instruction that must be followed in transporting to its destination.

5.7. The contractor shall know how to load the cargo onto a vehicle and how to arrange the load so that the heavier items are placed at the bottom of the vehicle bed in such a way as to provide the most support to these items, how to build up the cargo, how to spread the load for best support and how to secure the load to prevent shifting or falling off the vehicle.

5.8. The contractor is required to put his or her name on all move request that they receive at the end of the move indicating or notating if the move was completed and the date of completion or partially completed if it was partially completed tell why so the Move Team coordinator can reschedule the move with the requesting services if need be or close out the request as being completed.

5.9. The contractor, when requested or notified, is required to assist Interior Design Services with the inventory and pick up of furniture items from Logistic Services Warehouse or direct delivery to designated locations- from various vendors and transport for storage and delivery to designated locations, the end user or other designated location, in addition to that the contractor will pick-up all excess furniture when request by the various services to return to storage for reuse or excess if not good for reuse that has occurred form renovation projects or relocation of Services. When receiving direct delivery from the vendors the contractor must verify the correct numbers of pieces are received and be very alert to examine for obvious defects. If preliminary inspection shows such evidence the contractor must assure it is noted on the carrier’s freight waybill or applicable delivery ticket.

5.10. The contractor must assure that each item received conforms to the specification contained in the purchase order, requisition or other authorized documents. Upon assuring all items received are as ordered, affixes his/her signature to the receiving reports of documents.

5.11. The contractor loads/uploads the vehicle by hand, sometime requiring help from others. He/she sees that the vehicle is not overloaded, and that the cargo is protected from weather elements and secure to prevent falling off the vehicle or shifting while being transported.

5.12. The contractor receives scheduling and instruction from the Move Team Supervisor/Coordinator regarding Move Request deliveries/pick-ups of furniture, items, medical equipment for all Division of the VAPAHCS.

5.13. The contractor is required to pass a forklift and electric powered pallet jack safety class and be issued a certification for both within 90 days of actual hire date. Additionally, contractor shall comply with all VA information security training and procedural compliance in order to possess a PIV and VA email account.

5.14. The contractor will be required to assist in preparing furniture, medical supplies and equipment for delivery to requesting services for patient treatment and use of it.

5.15. The contractor must be capable of reading, interpreting and understanding Engineering regulation, VA regulations, and other documents pertaining to the safe operation of government vehicles.

5.16. The contractor shall perform basic computer skills to include the usage of web based training and Windows based software (Word, Outlook, SharePoint, PowerPoint, and Excel).

6. Performance Monitoring The government will monitor the contractor in the performance of all duties outlined in this contract ensuring compliance with required training and safety policies.

Required Services

(Tasks)

Standards

of

Surveillance

Safe pick-up, packaging, and delivery of items.

Customer Service

Training 5.1, 5.2, 5.5 - 5.12, 5.14 5.3

5.2., 5.13

Continuous monitoring. Periodic and Random inspections and observations.

Continuous monitoring. Periodic and Random inspections and observations.

Validated Customer Complaints

Continuous monitoring. Periodic and Random inspections and observations.

7. Security Requirements Upon contract award, all key personnel shall be subject to the appropriate type of background investigation or screening per VA/VHA directive 0710 and must receive a favorable adjudication from CCA Personnel Security Specialist or VA Security and Investigations Center (SIC) depending on investigation or screening required. This requirement is applicable to all subcontract personnel. If the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

Contract personnel who previously received a favorable adjudication as a result of a Government background investigation or screening may be exempt from this contract requirement. They must provide documentation to support the previous adjudication. Proof of previous adjudication must be submitted by the Contractor to the VA Contracting Officer. Proof of previous adjudication is subject to verification. Some positions maybe subject to periodic re-investigation/screening.

7.1. Position Risk/Sensitivity – For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk

7.2. Background Investigation/Screening – It is anticipated that the Contractor or contract personnel will be providing services at a VA facility(s) for MORE than 180 days under a single contract or series of contracts, or have access to VA computer data systems. The background investigation/screening commensurate with the requirements of this contract is: BI, MBI OR NACI

7.3. Contractor Responsibilities

a. The Contractor shall prescreen all personnel to ensure they are able to read, write, speak, and understand the English language.

b. The Contractor shall submit or have their contract personnel submit the following required forms to the Personnel Security Specialist or VA Contracting Officer, through the COR or Personnel Security Specialist, within five (5) business days of contract award.

7.4. Low Risk Investigative Requirements

a. All investigations must be completed through the Electronic Questionnaires for Investigations Process (e-QIP). All contractors must complete the Authorization for Investigation Worksheet before they can complete the online e-Qip.

b. Optional Form 306, Declaration for Federal Employment provide by VA point of contact.

c. Electronic Fingerprint Verification or FD 258, U.S. Department of Justice Fingerprint Applicant Chart.

c. Once the items requested are completed, the Contractor is authorized to provide services under the contract. As previously stated, if the investigation or screening is not completed prior to the start date of the contract, the Contractor will be responsible for the actions of those individuals they provide to perform work for VA.

d. The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the contract person from consideration of working under the contract.

e. Failure to comply with these Contractor personnel security requirements may result in termination of the contract for default.

7.5. Government Responsibilities

a. The VA Contracting Officer will ensure a time for contract personnel to complete the fingerprint portion of this requirement, if any, and the COR will be responsible for performing any duties assigned by the VA Contracting Officer with regard to fulfilling the Contractor personnel security requirements described herein.

b. Upon receipt, the local VA facility or VA SIC, depending on the type of investigation/screening required, will review the accuracy of the items requested in paragraph above, and forward these items to OPM to conduct their portion of the background investigation or screening, as applicable.

c. The requesting VA facility will pay for any portion of the investigation or screening conducted by OPM, if any.

d. Depending on the type of investigation/screening required, the Personnel Security Specialist, or VA SIC will notify the VA Contracting Officer of the adjudicating results of the background investigation or screening.

e. The VA Contracting Officer and Personnel Security Specialist will ensure that the required investigations or screening have been completed or are in the process of being requested.

7.6. Personnel Identity Verification (PIV) of Contractor Personnel

In accordance with FAR 52.204-9 and VA Directive 0735 – Personal Identity Verification of Federal Employees and Contractors, any contract person who requires routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system will be required to verify their identity prior to providing services under the contract. Prior to providing services under the contract, each contract person will be asked to provide two (2) forms of identification from the Accepted Identification Documentation List to the appropriate VA representative in order to obtain a proper VA-issued identification card. See the Accepted Identification Documentation List provided below. The COR, or designee, will be responsible for sponsoring each contract person that requires a VA-issued identification card.

7.6.1. PIV ID Proofing Criteria

The following criteria must be met by all VA employees, contractors, and affiliates prior to being issued a PIV card or Temporary Identity Badge.

Continued Next Page

Table of Accepted Identification (From Form I-9)

Last Update: January 7, 2008

7.6.1.1. Two forms of identification are required from the above list of acceptable documents. Either of the following is accepted:

a. Two forms of identification from the left column (Federal or State Government issued picture ID)

b. One form of identification from the left column (Federal or State Government issued picture ID) and one form from the right column (Non-Picture ID or Acceptable Picture ID not issued by Federal or State Government).

7.6.1.2. The following rules apply for form identification:

a. Any form of identification used for ID proofing may not be expired (except U.S. Passport)

b. Department of Veterans Affairs site/facility badges are not accepted as a valid form of identification.

c. VA PIV Cards are federally issued ID cards and can be used as a valid form of identification.

d. Handwritten or photocopied documents are not accepted.

e. An ID issued before a legal name change (e.g. birth certificate or driver's license) can be presented as one form of ID if a legal document (e.g. marriage certificate/license or a court order) is also presented linking the previous name to the current legal name. The linking document has to display both the former and current legal names. Both documents must be valid and not expired (except U.S Passport). For example, a married woman may use both a certified copy of her birth certificate displaying her maiden name and a driver’s license displaying her married name as the 2 forms of ID compliant with PIV Guidelines, as long as she provides a marriage license displaying both her maiden name and married name.

f. The Applicant’s name listed on the VA PIV Registration Portal, Request for One-VA Identification Card, must match the name on one of the IDs presented by the Applicant.

g. The names on both forms of ID presented for ID proofing must match exactly. If one form of ID has a middle name or initial, the other form of ID must have a matching middle name or initial. One form can contain a middle name and the other can have a middle initial as long as the they match. ALL names must be accounted for on both forms of ID. Please see the acceptable and unacceptable ID proofing examples provided below.

ACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Henry Smith

ID # 1 – John H. Smith; ID # 2 – John H. Smith

ID # 1 – John Henry Smith; ID # 2 – John H. Smith

UNACCEPTABLE NAME VARIATIONS

ID # 1 – John Henry Smith; ID # 2 – John Smith

ID # 1 – John H. Smith; ID # 2 – John Smith

7.7. Access to and Safeguard of VA Information/Computer Systems

a. VA may provide contract personnel with access to VISTA and general files maintained on VA computer systems. Sharing of these access codes or misuse of VA information/computer systems is a Federal crime. When contract personnel no longer provides services to VA, the Contractor shall immediately inform the COR to deactivated their access. The COR is responsible for deactivation.

b. Computer access will require VA Cyber Security Awareness Training annually and acknowledge all agreements prior to access. (See attachment for security requirements). The COR is responsible for ensuring and documenting this requirement.

c. Contract personnel with Computer access will take necessary precautions to safeguard information and prevent disclosures. If contract personnel suspect a compromised they will report such knowledge to the COR that same day.

d. Remotely access will require prior approval from Information Security Officer (ISO).

e. The Contractor shall make its internal policies and practices regarding the safeguarding medical electronic information available to VA. Contractors are not authorized to employ a lesser requirement then what is established by this document.

f. Any changes in the VA directives during the term of this contract, shall be deemed to be incorporated into this contract.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The government will provide all transportation, materials, and tools each job and worksite.

9. Place of Performance.

Each day, the contractor laborers shall report to the Palo Alto Division to be dispatched according to the Move Team Supervisors work schedule. The contractor will be performing move services at the following locations (not all-inclusive):

Palo Alto Division

3801 Miranda Ave

Palo Alto, CA 94304-1290

Menlo Park Division

795 Willow Road

Menlo Park, CA 94025

Livermore Division

4951 Arroyo Road

Livermore, CA 94550

San Jose Clinic

80 Great Oaks Boulevard San Jose, CA 95119

Monterey Clinic (old)

3401 Engineer Lane Seaside, CA 93955

Sonora Clinic

13661 Mono Way Sonora, CA 95370

Fremont Clinic 39199 Liberty Street Fremont, CA 94538

Capitola Clinic 1350 41st Avenue, Suite 102 Capitola, CA 95010-3906

Modesto Clinic 1524 McHenry Avenue Modesto, CA 95350

Stockton Clinic 7777 South Freedom Rd French Camp, CA 95231

Monterey Clinic (new)

201 9th Street

Marina, CA 93933 Sunnyvale Research Center (FY19)

1080 Innovation Way

Sunnyvale, CA 94089

San Jose Clinic (FY18)

5855 Silver Creek Place

San Jose, CA 95138

12. Period of Performance.

This contract shall be a base plus 4 option years to begin upon award from the contracting officer with a renewal every 12 months from that date with performance evaluation factoring.

VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.