ATT-SOW ATTACHMENT STATEMENT OF WORK.docx

Attachment B Past Performance Questionnaire

Request for Proposal Number: 36C24724Q0234 closing date: February 2, 2024

Submit completed Cover Sheet and Survey via email to:

Gail Bargaineer, Contract Specialist Network Contracting Office (NCO) 7 Phone: (404)3216111x20 Email: gail.bargaineer2@va.gov

Department of Veterans Affairs has a requirement for Contractor to provide The Birmingham VA Medical Center (BVAMC), 700 19th Street Birmingham, AL 35233 is looking to initiate a contract for staff employees to include janitorial services and supervisory multi-disciplinary foreman. The contractor shall provide management of tools, equipment, and labor necessary to ensure that facility maintenance services are performed at the BVAMC in a manner that will maintain a satisfactory facility condition and present healthy, clean, neat and professional appearance. The contractor shall ensure its performed to improve the total appearance, operational condition and environment of the facility as related to paint, minor carpentry repairs and modifications, and janitorial service.

*Do not return this form to the contractor being evaluated. It is desired that this form be submitted to the person identified above, before RFQ closing date.

1. Handwritten responses are acceptable. If a response is handwritten, please print legibly.

2. If more space is needed for narrative comments, use the back of the survey or attach additional pages.

3. Your time and effort in providing this vitally important information is greatly appreciated.

GENERAL INFORMATION

Please provide the following information:

Your Company Name:

Person Filling Out Survey Form:

Phone Number:

Fax Number:

Email Address:

Name of Company for which you are filling out this survey:

Contract Number(s): __________________________________ Period of Performance: _________________________________ General Description of Contract Services: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Contract Dollar Value: ______________ Type of Contract (firm fixed price, cost plus fixed fee, etc.): ______________

REMARKS: (Add on separate sheet.)

CONTRACTOR PERFORMANCE EVALUATION SURVEY RATING SHEET

RATING SCALE

Please use the following rating to answer the questions. If you are unable to rate any item because it was not a requirement, never an issue, or you have no knowledge of the item in question, then you should mark “N/A”.

EVALUATION CRITERIA

NOTE: For statements indicating “No Confidence” or “Substantial Confidence”, please provide and explanation in the Comments section of the survey.

CONTRACTOR PERFORMANCE EVALUATION SURVEY RATING SHEET

FOR CONTRACT: ___________________________

A. QUALITY OF PRODUCT OR SERVICE

(1) The Contractor provided a product or service that conformed to contract requirements, specifications and standards of good workmanship

(2) The Contractor submitted accurate reports.

(3) The Contractor utilized personnel who were appropriate to the effort performed.

B. COST CONTROL

(1) The Contractor performed the effort within the estimated cost/price.

(2) The Contractor submitted accurate invoices on a timely basis.

(3) The Contractor demonstrated cost efficiencies in performing the required effort.

(4) The actual costs/rates realized closely reflected the negotiated costs/rates.

C. SCHEDULE

(1) The tasks required under this effort were performed in a timely manner and in accordance with the period of performance of the contract.

(2) The Contractor was responsive to technical and/or contractual direction.

D. BUSINESS RELATIONSHIPS

(1) The Contractor demonstrated effective management over the effort performed.

(2) The Contractor maintained an open line of communication so that the Contracting Officer’s Representative (COR) and/or Technical Point of Contact (TPOC) were apprised of technical, cost and schedule issues.

(3) The Contractor presented information and correspondence in a clear, concise and businesslike manner

(4) The Contractor promptly notified the COR, TPOC and/or Contracting Officer in a timely manner regarding urgent issues.

(5) The Contractor cooperated with the Government in providing flexible, proactive and effective recommended solutions to critical program issues.

(6) The Contractor made timely award to, and demonstrated effective management of, its subcontractors.

(7) The Contractor demonstrated an effective small/small disadvantaged business subcontracting program.

E. CUSTOMER SATISFACTION

(1) The products/services provided adequately met the needs of the program.

(2) The Contractor was able to perform with minimal or no direction from the COR or TPOC.

(3) I am satisfied with the performance of the Contractor under this effort.

F. Key Personnel

(1) The labor turnover in key personnel labor categories was minimal and did not adversely affect Contractor performance

(2) The Contractor proposed qualified personnel to fulfill the requirements of the contract.

G. OTHER:

(1) Would you award this firm another contract? ( ) Yes ( ) No If you answered “no”, provide an explanation.

(2) Was the contract terminated for default? ( ) Yes ( ) No

ATTACHMENT C 36C24724Q0234

Quality Assurance Surveillance Plan (QASP) The contractor will be evaluated in accordance with the following:

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What will be monitored.

· How monitoring will take place.

· Who will conduct the monitoring.

· How monitoring efforts and results will be documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor through contract modification. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

1.1. GOVERNMENT ROLES AND RESPONSIBILITIES:

The following personnel shall oversee and coordinate surveillance activities.

1.1.1. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned CO: Gail Bargaineer Organization or Agency: Department of Veterans Affairs, Network Contracting Office 7

1.1.2. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

1.2. PERFORMANCE STANDARDS:

1.2.1. The contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of contractor performance in the elements defined.

1.2.2. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

1.2.3. The Performance Requirements are listed below in Section 6. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the contractor on the contract.

1.3. INCENTIVES/DEDUCTS:

1.3.1. The Government shall use past performance as incentives. Incentives shall be based on ratings received on the performance standards. This contract will not provide any monetary incentives for services rendered at the BVAMC.

1.4. METHODS OF QA SURVEILLANCE:

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

1.4.1. DIRECT OBSERVATION. 100% surveillance by the COR, Nurse Managers or any VA Employee that is employed by the BVAMC.

1.4.2. PERIODIC INSPECTION. Inspections scheduled and reported quarterly per COR delegation or as needed.

1.4.3. VALIDATED USER/CUSTOMER COMPLAINTS. All complaints or concerns identified will be reported to a Nurse Manager, who in turn will notify the COR. The COR will document and report back to the agency for action.

1.4.4. Verification and/or documentation provided by Contractor.

1.4.5. The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using CONTRACTOR PERFORMANCE ASSESSMENT REPORT (CPAR).

1.4.6. If contractor performance does not meet the Acceptable Quality level, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

1.4.7. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan.

1.4.8. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

1.4.9. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates contractor past performance on all contracts that exceed $100,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, Virginia. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for contractor responsibility determination information.

1.4.10. Each contractor whose contract award is estimated to exceed $100,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the contractor’s registered representative.

1.4.11. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the contractor’s designated representative for comment. The contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

1.4.12. Failure to have a current registration in the CPARS database, or to re-assign the report to the VA contracting officer within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the contractor failed to respond.

1.5. PERFORMANCE MEASURES:

1.5.1. Refer to the table below, QASP – Performance Measures.

QASP – Performance Measures

Requirement

Method

1. RATINGS

Metrics and methods are designed to determine rating for a given standard and acceptable quality level. The following ratings shall be used:

Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Note: To justify an Exceptional rating, you should identify multiple significant events in each category and state how it was a benefit to the GOVERNMENT. However a singular event could be of such magnitude that it alone constitutes an Exceptional rating. Also there should have been NO significant weaknesses identified.

Note: To justify a Very Good rating, you should identify a significant event in each category and state how it was a benefit to the GOVERNMENT. Also there should have been NO significant weaknesses identified.

Note: To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract. Also there should have been NO significant weaknesses identified.

Note: To justify Marginal performance, you should identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the GOVERNMENT. A Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g,. Management, Quality, Safety or Environmental Deficiency Report or letter).

1.1. Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer Representative(s); The Government shall periodically evaluate the contractor employee’s performance by appointing a COR to monitor performance to ensure services are received. The Government representative(s) shall evaluate the contractor employee’s performance through inspections of call logs and reports received and investigate all complaints from the VAMC. The Government may inspect each task as completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).

1.2. If any of the services do not conform to contract requirements, the Government may require the contractor employee to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may –

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

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

2. FREQUENCY OF MEASUREMENT

2.1. Frequency of Measurement. The frequency of measurement is defined in the contract or otherwise in this document. The government (COR or CO) will periodically analyze whether the frequency of surveillance is appropriate for the work being performed.

2.2. Frequency of Performance Reporting. The COR shall communicate with the Contractor and will provide written reports to the Contracting Officer quarterly (or as outlined in the contract or COR delegation) to review Contractor performance.

3. COR AND CONTRACTOR ACKNOWLEDGEMENT OF QASP

SIGNED:

COR: DATE

SIGNED:

CONTRACTOR: DATE

4. Performance Standards

4.1. Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets or does not meet these standards.

4.2. The Performance Requirements Summary Matrix, section (3) Services provided in the Statement of Work (SOW), includes performance standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL).

Clinical Information Return;

Quality; Patient safety

1.

2.

Fiscal Responsibility

5. Incentives: Not Applicable

6. Methods of QA Surveillance

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

6.1. DIRECT OBSERVATION. 3-4

6.2. PERIODIC INSPECTION: N/A

6.3. USER SURVEY: N/A

6.4. VALIDATED USER/CUSTOMER COMPLAINTS: N/A

6.5. 100% INSPECTION. The following Number from the matrix apply to this method: 9 – 14

6.6. PERIODIC SAMPLING. N/A

6.7. RANDOM SAMPLING. The following Numbers from the matrix apply to this method: 1 – 2, 5-8

6.8. Progress or status meetings: N/A

6.9. Analysis of Contractor's progress reports: N/A

7. Ratings

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

The method(s) that shall be used for the Performance Standards is 1) 100% inspection, 2) Random sampling. These (2) methods are useful in providing a clear indication on how the contractor is performing. The rating scale that will be utilized is the following:

Outstanding

– 5 points, Good

– 4 points, Satisfactory

– 3 points, Fair

– 2 points, Unsatisfactory

– 1 point.

Outstanding

– Exceeds many contract requirements with few minor problems and highly effective corrective actions.

Good

– Exceeds some contract requirements with some minor problems and effective corrective actions.

Satisfactory

– Meets all contract requirements with some minor problems and satisfactory corrective actions.

Fair

- Does not meet some contract requirements with serious problems and marginally corrective actions.

Unsatisfactory

– Does not meet most contract requirements with serious problems and ineffective corrective actions.

8. Document Performance

8.1. Acceptable Performance

8.1.1. The Government shall document positive performance. Any report may become a part of the supporting documentation for any Contractual action.

8.2. Unacceptable Performance

8.2.1. When unacceptable performance occurs, the COR shall inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

8.2.2. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the Contractor's program manager.

8.2.3. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability.

8.2.4. Any CDRs may become a part of the supporting documentation for any Contractual action deemed necessary by the CO.

9. Frequency of Measurement

9.1. Frequency of Measurement

9.1.1. During Contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

9.2. Frequency of Performance Assessment Meetings

9.2.1. The COR shall meet with the Contractor every quarter to assess performance and shall provide a written assessment.

9.2.2. After award, both the Contractor’s Program Manager and the COR shall sign this document.

Signature – Contractor Program Manager

Signature – Contracting Officer’s Representative