Attachment 1 - Performance Work Statement (PWS).pdf

B.3 PERFORMANCE WORK STATEMENT (PWS) dated 2 August 2023

PERFORMANCE WORK STATEMENT (PWS)

Fixed Equipment Inventory Services For Cincinnati VA Medical Center (VAMC)

2 August 2023

1. GENERAL. The contractor shall provide personnel to conduct an annual equipment inventory using Cincinnati Veterans Administration Medical Center (VAMC) facility provided equipment scanners on all assets that have barcodes at all the locations (see Attachment 1) within a pre-set 1-week period. For reference the specific tasks and associated requirements can be found in section 5 of this PWS.

BACKGROUND: Cincinnati VAMC requires services to locate and scan all tagged equipment located around the main campus, associated Community Care Outpatient Clinics (CBOCs), as well as associated leased buildings. The locations include 13 separate locations; a reference of the locations are listed (including addresses) below in section 5.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to provide physical inventory of equipment for Cincinnati VAMC and associated off-site locations, in Ohio as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established with primary requiring office location summarized as follows:

Department of Veterans Affairs Cincinnati Veterans Affairs Medical Center (VAMC) 3200 Vine Street Cincinnati, Ohio 45220

1.2 PERIOD OF PEFORMANCE. The periods of performance for the base and all option periods for this contract are summarized as follows:

Base Year (CLIN-0001): 25 September 2023 to 24 September 2024 Option Year One (CLIN-1001): 25 September 2024 to 24 September 2025 Option Year Two (CLIN-2001): 25 September 2025 to 24 March 2026 Option Year Three (CLIN-3001): 25 September 2026 to 24 September 2027 Option Year Four (CLIN-4001): 25 September 2027 to 24 September 2028

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the Quality Control Program (QCP) with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the government Contracting Officer, PM, COR, COTR and/or government representative(s) designated by the CO in writing. The contractor’s quality control program shall incorporate all items specified in the Performance Requirements Summary (PRS) of this PWS.

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards established in the PRS and the PWS. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) which shall include but is not limited to the following:

a. Random Monitoring/Surveillance: As stated in the performance standards of the QASP, the Quality Assurance Evaluators (QAEs) as assigned by the CO designated government representative will monitor the contractor’s performance under the contract against the PRS. QAEs will be familiar with the QASP prior to the beginning of monitoring performance and will only have authority to document performance and provide documentation to the COR for his/her review. Documentation of performance will be retained as part of the Government’s QA/QC file. The CO designated government representative(s) shall enter all results of monitoring on a QASP PRS checklist.

b. Documenting Performance: The government shall maintain a QA/QC file of the contractor’s performance under the contract documenting positive and negative performance. The CO designated government representative(s) shall quarterly (based on the Federal Fiscal Year) generate a report for both the CO and the contractor based on the QASP PRS checklist for the three months of the quarter. Any communications (except routine) between the government and the contractor shall be summarized and any actions taken by the Government that affect the contract during the reporting period shall additionally be included. Other performance related issues or miscellaneous item will be included in the quarterly report.

If the contractor’s performance for any PRS line item does not meet the PRS performance standard during a monitoring period, the CO designated government representative shall generate a Contract Discrepancy Report (CDR) and present it to the CO for issuance to the contractor as appropriate. The CDR(s) shall specify the nature of the discrepancy, if there are required corrected actions and the timeline for taking corrective actions. The contractor shall acknowledge receipt of the CDR in writing and develop a Corrective Action Plan (CAP) if required. The government shall review the contractor’s CAP to determine acceptability.

CDRs and CAPs will become part of the government’s QA/QC file and may form the basis for contractual actions by the CO if deemed necessary to correct the contractor’s performance under the contract.

c. QASP Review and Updates: Prior to the exercising of any contract option periods, the CO, CO designated government representative(s) and contractor shall review the QASP to determine if any changes to the QASP are needed. The government retains final authority on what is contained in the QASP.

1.3.3 Federally Recognized Holidays. The contractor is not anticipated to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteeth

1.3.3.1 Any other day specifically designated as a holiday by the President of the United States. If a holiday falls on a Saturday, the preceding Friday is recognized as the holiday; if the holiday falls on Sunday, the following Monday is recognized as the holiday.

1.3.4 Hours of Operation. The contractor shall be available to schedule services from Monday through Saturday from 0630-EST to 1700-EST (Main campus hours starting at 0630 and off-site locations starting at 0730- 1700-EST) except on Federally recognized holidays. The contractor shall coordinate with the COR and/or authorized government representative designated in writing by the COR and/or Contracting Officer to schedule services prior to the first working day of the calendar month. All services shall be performed at the rates established in the COST/PRICE SCHEDULE in accordance with the terms and conditions of this contract. The contractor must maintain an adequate workforce to ensure that uninterrupted services are performed for all requirements defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.3.5 Place of Performance. The contractor shall provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the CO in accordance with the procedures specified within this PWS

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) type contract for the effort specified herein. The base and option periods (if any) specified in the PRICE/COST SCHEDULE shall be exercised in accordance with the terms and conditions established in the order.

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform services under this contract.

1.3.7.1 VAMC Identification Badges: Contractor employees shall wear a visitor badge throughout the facility and off-site locations while conducting the inventory. Upon arrival each day, the contractor is required to visit the Police service to obtain their visitor badge for the day by presenting their driver’s license.

1.3.7.2 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information, and property. At the close of each work period, government facilities, equipment, and materials shall be secured and returned to the government.

1.3.7.3 Key Control: Not Applicable.

1.3.7.4 Lock Combinations: Not Applicable.

1.3.8 Special Qualifications. See requirements below.

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference virtually convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (CO) and government representative(s) designated by the CO may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Government Program Manager (PM), Contracting Officer’s Representative (COR), Contracting Officer’s Technical Representative (COTR) or other Government Representative(s) Designated by the CO. The (COR, COTR or other Government Representative Designated by the CO) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. These designated representative(s) of the CO monitor all technical aspects of the contract and assists in contract administration and are authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, COTR or government representative(s), a copy of which is sent to the contractor, states the responsibilities and limitations of their responsibilities, most importantly with regard to changes in cost or price, estimates or changes in delivery dates.

The COR, COTR and/or government representative(s) of the CO are not authorized to change any of the terms and conditions of the resulting order.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager. The contractor shall provide a contract project manage who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.11.1 Personnel Roster. Not later than ten calendar days after notification of award prior to commencement of any services, the contractor shall provide a list of all personnel that will perform services under this contract and information regarding a contact person for this contract to the Contracting Officer (CO). Thereafter, any changes to the personnel roster of the contractor shall be submitted to the PM/COR, CO, and all authorized government representative(s) designated in writing by the CO within 24 hours of any change in staff.

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Contractor travel will be the responsibility of the contractor. A schedule will be provided, in advance, for the off-site locations. The Government employee will meet the contractor at each location to escort during the scanning process.

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

CLIN: Contract Line Item Number CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PERSONAL PROTECTIVE EQUIPMENT (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, local and VAACC policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

2.2. ACRONYMS:

EE Equipment Entry CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit NTE Not to Exceed NX Non-expendable (equipment) OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PIPO Phase In/Phase Out PM Program Manager POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TJC The Joint Commission VAAR Veterans Affairs Acquisition Regulation VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center

VAACC Veterans Affairs Ambulatory Care Clinic VAMC Veterans Affairs Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Government employees will provide guidance and assistance with the following:

3.1.1. Escort the contractor to each location to alert VAMC staff, Veterans and their families, and others, the reason behind entry.

3.1.2. Identify and unique circumstances requiring special attention during the inventory or prior to inventory commencement.

3.1.3. Provide a sample of the facility equipment barcode labels.

3.1.4. Provide facility floor plans for all areas that are in the scope of the inventory at each location.

3.1.5. Ensure site access to locations requiring inventory.

3.1.6. Review final deliverables and contract results to assure clear understanding of the results that were generated.

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment/Material/Space. The government shall provide, at a minimum, the following items to perform duties under the contract:

3.4.1. Cincinnati VAMC staff will provide barcode scanners that are compatible with the current inventory system used at the facility.

3.4.2. NOT APPLICABLE - RESERVED.

3.4.3. NOT APPLICABLE - RESERVED.

3.4.4. NOT APPLICABLE - RESERVED.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow equipment from the VAMC facility. All barcode scanners required to scan equipment will be returned to the Warehouse lead at the end of each scheduled day. The contractor shall at no time and under any circumstances exchange supplies and/or equipment with VAACC. The prices quoted in the PRICE/COST SCHEDULE shall be inclusive of consumables utilized to perform services which shall include but is not limited to the following:

4.2.1. Personal Protective Equipment (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, and local policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

5. REQUIREMENTS AND SPECIFIC TASKS:

5.1 The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide an annual INVENTORY OF EQUIPMENT in accordance with terms and conditions established in the contract which includes this Performance Work Statement (PWS) and the performance standards established in the Performance Requirements Summary (PRS) portion of this PWS.

5.1.1 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this

PWS.

5.2 The contractor shall comply with the following requirements:

5.2.1. Gather inventory data accurately and comprehensively and provide the Facility POC final reports.

Government personnel will confirm report and enter the data in the Inventory Management System of Record.

The example data will consist of a semi-raw data sampling gathered during day one of the physical inventory of each location.

5.2.2. Manage the on-site inventory process and escalate potential data collection or site access issues to the CVAMC Facility Point of Contact (POC) for timely resolution.

5.2.3. Ensure that all designated locations/assigned areas have received a thorough inventory by clearly identifying areas completed with colored stickers labeled by the current year.

5.2.4. Review items inventoried to determine what equipment still needs to be found based on master list of approximately 28,000 items.

5.2.5. Create Final Deliverables per the format and content agreed upon at the post award conference and review the contract results with Cincinnati VAMC Facility POC to assure an overall understanding of the results that are generated at each location in this contract.

5.2.6. Conduct facility inventories once yearly no sooner than 11 months and no later than 12 ½ months after completion of previous survey.

5.2.7. Documentation: The contractor shall document the inventories in accordance with section 7 and provide daily and final reporting.

5.2.8. The contractor team will scan and identify, at a minimum, 90% of equipment on the base year, and 95% of equipment on each option year.

5.2.9. All facility locations shall be conducted during the one week performance period to the below locations, see sample schedule (Attachment B):

Bellevue 103 Landmark Dr. Bellevue Ky. 41073 Ft. Thomas 1000 S. Ft. Thomas Ave., Ft. Thomas, KY 41075 Community Outreach Vet Center 909 Vine Street Cincinnati, OH 45202 Clermont 4600 Beechwood Rd, Cincinnati, OH Fiscal/Eye Clinic & Human Resources 2929 Highland Ave, Cincinnati, OH 45219 Georgetown 474 Home Street, Georgetown, OH 45121 Florence 7310 Turfway Rd. Florence, KY 41042 Norwood 4600 Smith Rd Cincinnati, OH 45212 Dearborn 1600 Flossie Drive Greendale, IN 47025 Hamilton 1750 South Erie Highway Hamilton, OH 45011 CVAMC Warehouse 615 Elsinore PL, Cincinnati, OH 45202 Federal Building 550 Main St Cincinnati, OH 45202

5.3 Inventory Process: The contractor shall comply with the following requirements for the inventory process:

5.3.1. Contractor shall be responsible for communicating and coordinating with the CVAMC Facility POC to establish the inventory procedures for each building/area (i.e. timing & readiness).

5.3.2. Contractor shall scan the bar code label from each piece of equipment or manually enter the bar code number sequence on the scanner if bar code label is non-functioning.

5.3.3. Contractor shall scan all VAMC equipment with the appropriate “EE” or “MX” prefix tags that are identified throughout the designated locations.

5.3.4. Contractor shall monitor required fields on the scanner for completion after scanning. Should field be blank, contractor will fill in information as appropriate.

5.3.5. Contractor shall submit daily; the equipment inventoried to designated VAMC personnel. Reference Attachment A – equipment required to be scanned.

5.4 TASK 1 – General Specifications.

Scan barcode labels utilizing a barcode scanner to electronically record the ID on each piece of equipment.

o The Government will provide CT45 Honeywell scanners to utilize during the inventory.

Manually enter the unique ID when electronically unreadable on paper or label.

Capture equipment data for all equipment found without a barcode ID.

Place a tag on the equipment designating it as inventoried for the fiscal year.

Provide ad hoc reporting of current equipment scanned.

5.5 Barcode requirements

5.5.1. Items found without a barcode or found unreadable and/or illegible shall require the Contractor to apply a generic barcode label and collect pertinent information regarding the equipment, to include:

EE (Equipment Entry) or MX Number Manufacturer Manufacturer Equipment Name Model Number Serial Number Equipment Category Total Asset Value CMR/Equipment Inventory Listing (EIL) Use Status Service Physical Inventory Date Location

5.6 Tagging Equipment

5.6.1. Once Equipment has been inventoried, a single common color tag (size not to exceed exceed ½ inch, excluding past colors identified by the Facility POC shall be applied so visual verification can be known that the equipment was inventoried. Each tag will also be labeled with the current year that the inventory is being completed.

Different color vendor tag shall be used for those items that require VA staff attention for upload in the Inventory Management System of Record.

5.6.2 The contractor shall convert all scanned inventory data into their Contractor system daily to ensure there are no duplicate entries. Any anomalies in the data shall be noted and communicated to the Facility POC for purposes of re-verifying the information.

5.6.3 The Contractor shall document on the VA provided floor layouts the areas that are inaccessible and/or unavailable due to patient care or other reasons beyond the control of the Contractor.

5.6.4. The Contractor shall accommodate another revisit to these areas; scheduling for access to these areas shall be coordinated with the Facility POC.

5.6.5. VA Personnel will be assigned to accompany each of the Contractor’s inventory team(s) while they are on station conducting the inventory.

5.6.6. Equipment Limitations to the contractor:

Equipment concealed from view or away from typical placement of operation shall not be inventoried by the Contractor.

The Contractor is not responsible for un-packaging equipment.

The Contractor is not responsible for disconnecting cables when maneuvering equipment to obtain tag, model, or serial number data.

5.6.7. The contractor is required to maintain a 95% accuracy level.

5.7 Quality Control Processes. The services performed by the contractor shall include but is not limited to the following:

5.7.1. Services shall be performed within forty five (45) days of the kick off meeting, and thereafter no sooner than eleven (11) months and no later than twelve and a half (12 ½) months after completion of previous survey.

5.7.2. The contractor shall provide contract manager to be available within thirty (30) minutes to discuss performance issues/concerns.

5.7.3. The contractor shall provide technical support to assist in the clarification, interpretation, and explanation of findings for the duration of the contract.

5.7.4. Contractor employees shall comply with the standards of conduct on VA property outlined in the title 38 CFR section 1.218, which can be found posted at the entrance of the Medical Center.

5.5 CONTRACTOR EMPLOYEE REQUIREMENTS:

5.5.1. STAFFING: The contractor shall at all times provide enough employees on duty to ensure the contract’s performance metrics listed in the Performance Requirement Summary (PRS) are met. The contractor shall additionally provide at a minimum one contractor project manager to ensure compliance with the terms and conditions established of the contract as established herein.

5.5.2. CONTRACTOR DELIVERABLES - The following standard items relate to the physical equipment inventory generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. Contractor shall include the scanned inventory findings associated with each location in an excel file submitted electronically to CVAMC POC on a daily basis.

b. Contractor shall include the final scanned inventory findings associated with each location in an excel file submitted electronically to CVAMC POC within seven (7) business days after the completion of the inventory.

c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

5.5.3 CONTRACTOR REPORTING – The contractor shall provide information in their daily and final deliverables pertaining to the fields listed in the below format.

Contractor scans: a listing of all equipment scanned by Contractor.

Un-reconciled equipment details: used to show the CVAMC entries not reconciled.

Unreadable Tag Report: equipment tags that could not be successfully scanned.

Equipment not matched by CMR/EIL: Contractor will submit manufacturer, serial number, model, & tag number.

Equipment not matched by equipment category.

Locations missing doorjamb location labels.

Listing of scanned equipment that is not in scope, if barcode was mistakenly scanned to show an anomaly in the report.

Data field & match type definitions – that include codes and a glossary that explain how each individual equipment record was reconciled.

Provide ad hoc reporting, when requested to the COR or facility POC.

5.6 PERONNEL SECURITY REQUIREMENTS: The contractor shall comply with all Federal, State, Local and Department of Veterans Affairs requirements.

5.7 FAILURE TO COMPLY: Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause.

5.8 MISCELLANEOUS REQUIREMENTS:

5.8.1. FAIR OPPORTUNITY EVALUATIONS: The contracting officer (CO) is required to establish “fair opportunity” evaluation criteria in accordance with the Federal Acquisition Regulation (FAR). Therefore, all government evaluators of the firm fixed inventory services shall utilize Tiered Evaluations (Cascading) as specified in VA Policy Procurement Memorandum (PPM) 2018-04 which shall be tailored as specified herein for this particular procurement.

5.8.2. ADDITIONAL ROLES AND RESPONSIBILITIES: The contractor shall ensure the following roles and responsibilities are established and maintained for performance of services under this contract:

a. Contractor’s Project Manager – The contractor’s project manager shall be the primary Point of Contact (POC) between the contractor and the government PM and/or COR for day-to-day operational issues during the performance of duties under the contract. The contractor shall appoint the contractor’s PM in writing and a copy of that appointment letter shall be provided to both the CO and COR at the orientation meeting prior to the start of work. The contractor shall also designate another employee as acting contractor’s PM during periods when the contractor’s primary PM is not present during the performance of duties under the contract.

b. Additional roles may be determined by the contractor at the time of contract award; to be appointed in writing at the orientation meeting prior to the start of work.

5.9 INVOICING PROCEDURES, BILLING RATES AND MANDATORY REPORTS. The contractor shall comply with the terms and conditions established in this contract for invoicing procedures, billing rates and mandatory reports which shall include the following:

5.9.1 Invoicing Procedures. The contractor shall submit invoices only upon completion of work authorized by a government representative designated by the Contracting Officer in writing. The contractor shall only invoice for authorized work completed not-to-exceed (NTE) the amounts established in the PRICE/COST SCHEDULE for this contract. The contractor shall ensure all invoices reference the following information to be considered for payment by the government:

Contract Number/BPA Number/Order Number Purchase Order (PO) Number Contract Line Item Number (CLIN) Other information requested by the COR or authorized government representative(s) designated in writing by the COR and/or CO.

5.9.2 Billing Rates. The contractor shall submit all invoices in accordance with the terms and conditions of this contract at the rates specified in the PRICE/COSTSCHEDULE which shall be priced as all-inclusive of all costs required to perform services under this contract summarized as follows:

5.9.2.1 All Inclusive Pricing | Fully Burdened. All services established in the PRICE/COST SCHEDULE shall be priced by the contractor as fully burdened (or fully inclusive) of all costs required to perform services under this contract such as overhead, general and administrative (G&A) costs, indirect costs, and other direct costs (ODCs).

5.9.3 Mandatory Reports | Ad Hoc Reports and Data Calls. The contractor shall provide ad hoc reports and respond to data calls on an as needed basis as requested by the CO, CO designated representative(s) or other authorized government representative.

5.10 PATIENT RIGHTS, WELFARE, AND SAFETY. Not Applicable

5.11 SUB-CONTRACTORING AND SERVICE DISRUPTIONS. The contractor shall comply with all Federal, State, Local and Department of Veterans Affairs requirements and the terms and condition established in this contract to include the following:

5.11.1 Subcontracting. The prime contractor shall be responsible for performance of all subcontractors to ensure full compliance with the terms and conditions of this contract. All bills for subcontractor service will be reimbursed by the prime contractor directly to the subcontractor at the contract rate specified in the PRICE/COST SCHEDULE. This contract is subject to 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)) and other limitations specified in the terms and conditions of this contract.

5.11.2 Service Disruptions and Government Rights. In the event, the contractor is unable to perform services or have services performed as required, the contractor shall immediately notify the CO and authorized government representative(s) designated in by the CO in writing and provide a justification for non-performance. The VA reserves the right to re-procure services which cannot be performed by the contractor, in accordance with the terms, conditions, and schedule of this contract. The contractor shall indemnify the VA for excess re-procurement cost, which may result from the contractor’s inability to perform the required service. Payment of re-procurement costs shall not relieve the contractor from any other provision in this contract covering inspection, acceptance and deductions from payment. The VA will be the sole judge in determining when services will be re-procured. The failure of the contractor to perform services within the required time frames and in accordance with terms and conditions may also provide cause for termination of the contract for “cause” [see FAR clause 52.212-4(m)].

5.12 COMPLAINTS. The contractor shall notify the COR and/or government program manager (PM) in writing within 24 hours of any complaints made by the employees regarding service.

5.12.1 Contractor Recommendations. The contractor may provide recommendations for improved services along with any complaints for the VA’s review. No recommendation shall be construed as being effective until a written modification to the contract is executed by the Contracting Officer.

5.13 DISASTER PLANS. In case of a disaster, natural or man-made, the contractor shall utilize maximum available resources to assist in providing services to government.

5.14 WAGE RATES AND SERVICES CONTRACT ACT.

5.14.1 Wage Rates. The contractor shall provide services which comply with the Department of Labor wage rate determinations as applicable in the county in which the services are provided.

5.14.2 Services Contract Act. The contractor shall ensure full compliance with all requirements of the Services Contract Act (SCA) during the performance of the resultant contract (if any) to include any task orders issued under the resultant contract.

6. APPLICABLE PUBLICATIONS, CERTIFICATIONS AND OTHER REQUIREMENTS. The contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures to include Federal, State, Local and Department of Veterans Affairs policies.

6.1 BACKGROUND CHECKS AND INFORMATION SECURITY. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information, information system security and background checks as specified in section 5.0 of the PWS and in accordance with the terms and conditions established in the contract.

6.2 TRAINING. All contractor employees shall comply with the training requirements required by Federal, State, Local and Department of Veterans Affairs policies and procedures as specified in section 5.0 of the PWS and in accordance with the terms and conditions established in the contract.

6.3 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS). The contractor is required to register in the Contractor Performance Assessment Reporting System (CPARS). 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 the dollar threshold specified in the FAR and may share 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. The CPARS database information is shared with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal Agencies.

6.3.1 Each contractor whose contract award is estimated to exceed the dollar threshold specified in the FAR shall be required to register with the Contractor Performance Assessment Reporting System (CPARS) database at the following https://www.cpars.gov/ or by calling (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.

6.3.2 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.

6.3.3 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.

7. PERFORMANCE REQUIREMENTS:

7.1 PERFORMANCE REQUIREMENTS SUMMARY (PRS): The performance requirements are the thresholds of minimum acceptable levels of service critical to successful performance of this contract which are summarized as follows:

PERFORMANCE REQUIREMENTS SUMMARY

Performance Objectives

Performance Standard Acceptable Quality Level

(AQL)

Method of Monitoring

1) Surge Capacity

N/A 99% Compliance

The government representative(s) designated by the CO in writing will review and investigate all customer complaints and pursue appropriate resolution.

2) Accuracy The contractor shall ensure the accuracy as specified in under the requirements section of this PWS. 90% accuracy the first year and no less than 95% for each follow-on year.

90-95% Accuracy

The government representative(s) designated by the CO in writing will conduct random surveillance and inspection to ensure compliance with this PRS in accordance with the terms and conditions established in the contract.

3) Timeliness The contractor shall ensure the timeliness standards as specified in under the requirements section of this PWS.

98% On-Time

The government representative(s) designated by the CO in writing will conduct random surveillance and inspection to ensure compliance with this PRS in accordance with the terms and conditions established in the contract.

4) Licenses and Certifications

The contractor shall ensure that all employees have the required licenses and certification necessary to perform service in accordance with the terms and conditions of this contract. The contractor shall ensure zero (0) incidents of any contractor employee not have the required licenses or certifications. Any incidents validated by the government for any contractor employee shall result in the employee being prohibited providing service to any government employee under this contract.

100% Compliance

The government representative(s) designated by the CO in writing will conduct random surveillance and inspection to ensure compliance with this PRS in accordance with the terms and conditions established in the contract. The authorized government representative(s) will review the abstracts of driving records submitted by the contractor.

5) Failure to Perform

Any failure to perform services by the contractor within the required time frames and in accordance with the terms and conditions of the contract may be grounds for termination of the contract for “cause” in accordance with FAR 52.212-4(m).

0% No Shows

The government representative(s) designated by the CO in writing will randomly review all correspondence to include check-in time at clinic and all patient inquiries as appropriate regarding any concerns related to the performance of all services.

6) Invoicing Accuracy, Timeliness and Billing Errors

The contractor shall submit invoices on a monthly basis within 5 days of completion of services as established in the PRICE/COST SCHEDULE and in accordance with the terms and conditions established in the contract.

99% Compliance

The government representative(s) designated by the CO will review all invoices submitted by the contractor to ensure compliance with the terms and conditions established in the contract.

7) Contractor Weekly Report

The contractor shall provide to the government a report each week or as otherwise specified by the government PM in accordance with the requirements of the PWS NLT the 5th calendar day after completion of any given week of performance.

99% Compliance

The government representative(s) designated by the CO will review all quarterly reports submitted by the contractor to ensure compliance with the terms and conditions established in the contract.

8) Compliance with FAR 52.219-14 Limitations on Subcontracting Requirements

The contractor shall submit confirmation of compliance with the FAR 52.219-14 -- Limitations on Subcontracting requirement that “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern” as specified by the Contracting Officer (CO) in writing within 24 hours of request.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

9) Compliance with DOL Wage Determination Labor Rate Requirement

The contractor shall submit confirmation of compliance with the current Department of Labor (DOL) wage determination (WD) at the appropriate hourly rate as applicable for all employees performing services under this contract.

100% Compliance

The Contracting Officer (CO) will conduct random compliance checks with the contractor as necessary.

10) Compliance with English Language Requirement

The contractor shall ensure that all employees are fully proficient in the English language at a level sufficient to seamlessly perform all services required in accordance with the terms and conditions of this contract.

100% Compliance

The COR or individual(s) designated by the COR and/or CO in writing will conduct random surveillance and follow-up in response to all patient inquires.

NOTE: The performance of these requirements by contractor will be documented by the government in the CPARS system based on the contractor’s ability to comply with the terms and conditions established in the contract.

8. PWS Attachments and Addendums:

8.1 PWS Attachment 1 | Total Fixed Equipment Assets by Location FY23: See attachment 1 to the PWS which is a Microsoft Excel spreadsheet that breaks out the total fixed equipment assets by location for Cincinnati VAMC and its CBOCs.

8.2 PWS Addendum A | Sample Work Schedule: The sample work schedule below which is based on the fixed equipment inventory for last year is provided for reference herein as appropriate.

PWS Addendum A – SAMPLE WORK SCHEDULE

Date Location Address Team Main Campus will start at 630AM / Offsite locations at 730AM and will meet at the offsite location daily

Monday

9/12/2022 Hamilton CBOC 1750 S Erie Hwy., Hamilton, OH 45011 Team 1

9/12/2022 Lawrenceburg CBOC 1600 Flossie Dri., Greendale, IN 47025 Team 1

9/12/2022 Florence CBOC 7310 Turfway Rd., Florence, KY 41042 Team 1

9/12/2022 Trailers ‐ Education/OEF/HIS 3200 Vine St., Cincinnati, OH Team 2

9/12/2022 Building 3 3200 Vine St., Cincinnati, OH Team 2

9/12/2022 Boiler Plant/Parking Garage 3200 Vine St., Cincinnati, OH Team 2

9/12/2022 Main Building, Floor Basement 3200 Vine St., Cincinnati, OH Team 3

9/12/2022 Main Building, Floors 6‐10 3200 Vine St., Cincinnati, OH Team 3

Tuesday

9/13/2022 Georgetown CBOC **474 Home St., Georgetown, OH 45121 Team 1

9/13/2022 Clermont CBOC 4600 Beechwood Rd., Cincinnati, OH 45244 Team 1

9/13/2022 Bellevue CBOC 103 Landmark Dr., 3rd Fl., Bellevue, KY 41073 Team 1

9/13/2022 Fisher House Fisher House Team 2

9/13/2022 Vehicles/Scopes Diane Liebrandt & CensiTrac Verification Team 2

9/13/2022 Building 2 ‐ CLC Floors Basement, 1 & 2 Team 2

9/13/2022 Main Building, Floors 4‐6 3200 Vine St., Cincinnati, OH Team 3

Wednesday

9/14/2022 VISN 10/NCOD 11500 Northlake Dr suite 200, Cincinnati, OH 45249 Team 1

9/14/2022 Contracting 260 East University Avenue, Cincinnati, OH 45219 Team 1

9/14/2022 NIDS 312 Elm Street, Cincinnati, Ohio 45202 Suite 1475 Team 1

9/14/2022 Norwood MHCL 4600 Smith Road, Cincinnati, Ohio 45212 Team 1

9/14/2022 Norwood Vet Center 4545 Montgomery Road, Cincinnati, OH 45212 Team 1

9/14/2022 Research ‐ animal Bldg 15 1st floor w/Lindsay Team 2

9/14/2022 Offsite Warehouse 615 S. Elsinore, Cincinnati, OH 45202 Team 2

9/14/2022 Community Outreach Vet Center 909/907 Vine St., Cincinnati, OH Team 2

9/14/2022 Main Building, Floors 2‐4 3200 Vine St., Cincinnati, OH Team 3

Thursday

9/15/2022 Ft. Thomas 1000 S St. Thomas, Ave., 41075 Team 1

9/15/2022 TeleICU/CPAC/FEB/MCCR 550 Main Street, Cincinnati, OH 45202 Team 1

9/15/2022 Basement 3200 Vine St., Cincinnati, OH Team 2

9/15/2022 Main Building, Floor 1‐3 3200 Vine St., Cincinnati, OH Team 3

Friday

9/16/2022 Offsite Research w/Tim Children, UC, Reading Road Team 1

9/16/2022 Eye Clinic/HR/Fiscal 2929 Highland Ave., Cincinnati, OH Team 2

9…