Attachment 1 Draft Performance Work Statement.pdf

B.3 PERFORMANCE WORK STATEMENT

Reactive Emergency Pest Mitigation Services for Bed Bugs and Ticks for the

Adam Benjamin Jr., VA Outpatient Clinic, Crown Point, Indiana

A. Overview: This Performance Work Statement (PWS) outlines the requirements for reactive emergency pest mitigation services, primarily for bed bugs but also for ticks, at the Adam Benjamin

Jr., VA Outpatient Clinic, 9301 Madison Street, Crown Point, Indiana 46307-7745.

B. Scope of Work:

1. Pest Mitigation Services: The Contractor shall provide on-call pest mitigation services upon notification of a pest sighting. These services shall include:

a. Inspection and identification of pest presence;

b. Coordination with VA staff to isolate affected areas;

c. Safe and effective treatment using methods that are compliant with all applicable Federal, State, and Local laws, ordinances, and regulations. The Contractor must use non-toxic and/or low-toxicity treatments in patient care areas;

d. Follow-up inspection and retreatment if necessary; and

e. A report of findings and actions taken. This report shall be transmitted to the COR via e-mail as a .pdf file in a format agreeable to both parties and include, at a minimum, the following information:

a. Date of call;

b. Purpose of call;

c. Inspection findings;

d. Actions taken, including type of pesticide(s) used;

e. Recommended follow-up actions, if any; and

f. Name of technician(s) that provided these services.

2. Initial Response: The Contractor must be on-site at the VA facility within 4 hours of notification for initial assessment of the infestation, or a mutually agreeable time, when contacted for service on a 24/7/365 basis.

3. Treatment Window: Definitive pest mitigation services must be rendered within 24 hours after a pest sighting during the week (Monday-Friday), and within 48 hours if a pest sighing occurs during a weekend or Federal Holiday.

4. Service Hours: The work to be performed under this Contract shall be performed before or after patient care hours, defined as Monday through Friday, 7:00 a.m. to 5:00 p.m. local time, excluding all Federal Holidays. The precise day a Federal Holiday is observed is available at

OPM: Federal Holidays. Federal Holidays include:

a. New Year’s Day;

b. Birthday of Martin Luther King, Jr.;

c. Washington’s Birthday;

d. Memorial Day;

e. Juneteenth National Independence Day;

f. Independence Day;

g. Labor Day;

h. Columbus Day;

i. Veterans Day;

j. Thanksgiving Day;

k. Christmas Day; and

l. Any other day declared a Federal Holiday by Presidential Proclamation

5. Coordination: The Contractor shall coordinate with the on-site Point of Contact (POC) and COR for all services provided under this Contract.

C. Contractor Requirements

1. Licensing and Certification: The Contractor and its technicians must hold valid, current pest control licenses and certifications, as applicable.

2. Healthcare Environment: The Contractor and its technicians must be able to safely provide the services under this Contract in a healthcare environment, being fully cognizant of the applicable health and safety standards that are designed to protect both patients and personnel.

D. Facility Security, Safety, and Privacy Requirements: The following requirements apply to all

Contractor personnel, to include subcontractors performing work on behalf of the Contractor.

1. Badging/Access: Contractors must strictly comply with all direction given by the COR/POC and facility personnel during the badging/access process, including fingerprinting and background investigations as required. Contractors shall be responsible for all expenses related to the badging/access process, including reimbursement to the VA, as applicable.

https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=Overview

2. Check-in/Check-out Requirements: The Contractor must comply with all facility check-in and screening requirements. Upon successful completion of the facility’s check-in and screening process, the Contractor must check-in with the COR/POC. The Contractor must check-out with the COR/POC, or their designee, at the conclusion of such work, prior to departing the VA facility, advising them of the work completed and any problems/issues identified.

3. Physical Security: The Contractor shall ensure that all personnel performing work under this

Contract complete VA-required privacy, confidentiality, and information security awareness training prior to starting work and annually thereafter, if required by VA policy. Any actual or suspected security incident, including loss, theft, or damage to VA property or equipment associated with the work described in this Contract, shall be reported immediately to the

COR/POC and VA Police. The contractor shall cooperate fully with any VA investigation or remediation activities related to such incidents.

4. Building Security and Keys: The Government may provide the Contractor with keys to access the required rooms for services provided under this Contract, as applicable. The Contractor shall not lend keys or open locked rooms or areas to permit entrance by persons other than the Contractor’s assigned staff. The Contractor shall be responsible for securing areas upon completion of duties.

Keys must not be duplicated. Any keys lost by the Contractor will be replaced by the

Government, and the Contractor will be charged the replacement value of the lost key and for any expenses incurred for rekeying caused by the lost key. The Contractor must notify the COR/POC of any lost or suspected lost key as soon as possible.

5. Noninterference with Facility Functions: The Contractor shall perform its services under this

Contract in a manner that does not interfere with the facility’s functions, including maintaining all tools and equipment in an orderly fashion and cleaning the work area at the conclusion of a service visit. The Contractor shall interrupt its work at any time so as to not interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts. In the event of an emergency, Contractor services may be stopped and rescheduled to a date and time mutually satisfactory to the

Contractor and the POC, at no additional cost to the Government.

6. Network/Data Security: Contractor personnel shall not be granted logical access to any VA network, VA information system, or VA-sensitive information, and no Contractor-owned equipment shall be connected to the VA network unless separately authorized in writing by the

Contracting Officer and VA IT Security. The Contractor shall ensure that all devices, materials, and media brought onto VA property are free of malicious code and do not contain or store VA-sensitive information.

7. Safety – Infection Control Risk Assessment (ICRA) Requirements: During the performance of this Contract, the Contractor must follow all ICRA requirements, as set forth by the infection control staff.

8. Safety – OSHA and CDC Requirements: The Contractor must comply with all OSHA and CDC requirements while performing work under this Contract, including without limitation: use of personal protective equipment; proper placement of caution signs; and providing the COR/POC with all Material Safety Data Sheets, as applicable, prior to beginning any work under this

Contract.

9. Patient Privacy Requirements: Due to the possibility that medical information may be accessible and/or visible to Contractor employees while performing work under this Contract, the Contractor shall ensure that no patient information is divulged.

10. Fire Safety: The Contractor shall comply with all facility fire safety requirements, to include maintaining a clear means of egress while performing work under this Contract.

11. Photography: Photographs may be taken on facility grounds only during the performance of the services provided under this Contract; photographs shall not be taken for any other reason.

Photographs must not contain any images or other personal information of patients, Government personnel, or other contractor personnel. Any violation of this policy is grounds for immediate revocation of that person’s access to the facility.

12. Legal/Professional Standards Compliance. All work performed under this Contract must comply with all applicable laws, regulations, ordinances, rules, and professional standards, specifically including without limitation: the Centers for Disease Control and Prevention (CDC); the

Occupational Safety and Health Administration (OSHA); the Environmental Protection Agency

(EPA); the National Fire Protection Association (NFPA); the Food and Drug Administration

(FDA); and The Joint Commission. Any conflict between any of these authorities shall be resolved in favor of the more stringent authority.

13. Jobsite Cleanliness: The Contractor shall remove and dispose of all debris, packaging, and waste created during performance of this Contract and otherwise keep the work area clean at all times, including the proper disposal of all personal trash (e.g., food packaging). The following specific requirements apply to all work performed under this Contract:

a. The Contractor shall provide its own off-site trash containers.

b. Waste disposal, particularly hazardous waste, must be coordinated with the facility via the

COR/POC.

c. Recyclable materials shall be disposed of according to applicable regulations.

d. Packing materials shall not be stored inside VA buildings for more than 24 hours.

e. Contractor personnel shall eat and drink only in designated areas.

14. Injuries and/or Property Damage: The Contractor must take care to protect persons and personal/Government property and shall be liable for any injuries and/or damage caused by the

Contractor, including its personnel and agents (including any subcontractors), to include all reasonable costs for medical treatment and/or damage repair. The Contractor must take all reasonable steps to mitigate all injuries and/or damage, with a report to the COR/POC to be submitted as soon as all injuries and damage have been mitigated to the maximum extent possible. The Contractor shall follow the COR’s/POC’s guidance for documenting any incident(s) and must cooperate with any investigation of such incident(s).

E. Personnel Requirements: The following requirements apply to all Contractor personnel, including subcontractor personnel, performing services at a VA facility.

1. Proper Training: All personnel must be fully trained, thoroughly competent, and otherwise meet all legal requirements for performing services at a Federal Government facility, including all training recommended or mandated by the Centers for Disease Control and Prevention (CDC), the Occupational Safety and Health Administration (OSHA), The Joint Commission, and the

Veterans Health Administration prior to beginning any work onsite.

2. Physically Capable: All personnel shall be physically and medically able to perform the services under this Contract.

3. Legally Capable: All personnel shall be legally capable of working in the United States. Anyone found to be undocumented or otherwise working illegally will be remanded to the proper authorities.

4. Behavior Standards: While onsite, all personnel shall behave appropriately. Contractor personnel shall not be rude, argumentative, or confrontational with anyone. Any violation of this policy is grounds for immediate revocation of that person’s access badge and a permanent ban from the premises.

5. Clear Criminal Record: All personnel shall have a clear criminal record, which means no felony convictions or misdemeanor convictions for assaultive behavior or crimes of moral turpitude, nor any active criminal warrants.

6. Communicating in English: All personnel shall be able to effectively communicate in English— speaking, reading, and writing. The purpose of this requirement is to ensure that all personnel are able to understand any alerts or warnings, oral and written, issued by the facility.

7. Healthy at Work: All personnel shall be healthy when performing services under this Contract;

sick personnel must not report to work or shall depart the facility if becoming sick at work.

8. Appropriate Clothing: All personnel shall wear clothing appropriate for the services being performed and that clearly distinguishes them as Contractor personnel. Clothing shall present a neat appearance, be clean and maintained in good repair, and be worn as designed by the manufacturer. Contractor personnel shall not wear scrubs.

9. Identification Badge: All personnel shall wear their Government-issued identification badge, if issued, so that it is clearly visible from the front, above the waist and below the face.

F. Contract Structure: This Contract is structured so that a specified number of pest mitigation services are authorized under each Line Item of the Price Schedule, delineated as a JB (Job). One Job equals one pest mitigation service call, to include all services set forth under Section C Scope of

Work, including follow-up inspections and retreatment, if necessary. This Contract is a firm-fixed-price contract, as defined in FAR 16.202-1. As such, the prices set forth in Section B.2 Price Schedule are not subject to any adjustment on the basis of the contractor’s experience in performing the

Contract.

G. Contract Scope and Unauthorized Commitments: The Contractor must not perform any work outside the scope of this Contract, including exceeding the number of Jobs awarded under each Line

Item. If the Contractor receives a request from VA personnel directing or requesting work that the

Contractor believes is not within the scope of the Contract, the Contractor must notify the COR/POC and the Contracting Officer of the request. Only the Contracting Officer is authorized to issue changes or modifications that will affect price, quantity, or quality of performance of this Contract.

Additional tasking required by changes in mission assignments must be documented by a bilateral contract modification, in accordance with FAR 52.212-4(d). In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the Contract price to cover any increase in cost incurred thereof.

H. Additional Services: In the event that the Government determines that additional pest mitigation services are required under this Contract, the Contracting Officer will issue a contract modification that will increase the number of Jobs under a specific Line Item under the Price Schedule at that Line

Item’s price per Job. The Contracting Officer will issue a bilateral modification for such additional services in accordance with RFO 52.212-4(d). Any modifications that authorize such additional services under this paragraph shall be considered within the scope of the Contract.

I. Deobligation Modifications: The Contractor shall ensure that all invoices have been submitted within fourteen days of the end of each contract period. Any unused funding for that contract period will be deobligated by the Contracting Officer via a bilateral modification in accordance with RFO

52.212-4(d). Upon receipt of such deobligation modification, the Contractor shall verify that amount be deobligated, sign the modification, and promptly return the modification to the Contracting

Officer. Any Contractor disagreement with the amount to be deobligated shall be promptly raised with the Contracting Officer.

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