Attachment 1 - PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

James A. Haley Veterans Hospital (JAHVH)

Drain & Grease Trap Maintenance

I. INTRODUCTION:

The James A. Haley Veterans Hospital (JAHVH) at 13,000 Bruce B Downs Blvd, Tampa Florida has a requirement to ensure Drain Lines and Interceptor Traps are operational and meet the requirements of our critical mission facilities. The Contractor shall furnish all labor, parts, travel, and equipment to provide maintenance and repair services for identified Drain Lines and Interceptor/Trap System Maintenance and Repair for the below locations covered in this Performance Work Statement (PWS):

LIST OF REQUIRED MAINTENANCE/EQUIPMENT LOCATED @ JAHVH

1. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: 1

b. Quantity: 1

c. Equipment: 5K Gallon Grease Interceptor/Trap

d. PM/Service: Remove contents and Pressure Wash Interceptor/Trap

e. Frequency: Quarterly

2. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: 38

b. Quantity: 1

c. Equipment: 75 Gallon Grease Interceptor/Trap (Hero’s Café)

d. PM/Service: Remove contents and Pressure Wash Interceptor/Trap

e. Frequency: Quarterly

3. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: 100

b. Quantity: 4

c. Equipment: 1500 Gallon Grease Interceptor/Trap

d. PM/Service: Remove contents and Pressure Wash Interceptor/Trap

e. Frequency: Quarterly

4. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: 1, 38, 100

b. Quantity: 3

c. Equipment: Piping

d. PM/Service: Jet lines from Interceptor/Trap to the source inside the building

e. Frequency: Semi-Annually

5. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: Campus Wide

b. Quantity: 1000 Linear Feet

c. Equipment: Storm Water Drainage system

d. PM/Service: Scope, Clean and Maintain JAHVH Storm drainage lines main Campus Area

e. Frequency: Annually

6. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: Campus Wide

b. Quantity: 3000 Linear Feet

c. Equipment: Sanitary Septic system

d. PM/Service: Scope, Clean and Maintain JAHVH Septic lines from the building/interceptor to the discharge perimeter fence main Campus Area

e. Frequency: Annually

7. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: Campus Wide

b. Quantity: 8

c. Equipment: Lift Station

d. PM/Service: Routine Services/Repairs (as needed)

e. Frequency: Quarterly

8. 13,000 Bruce B Downs, Tampa Florida 33612

a. Bldg.: Campus Wide

b. Quantity: 20

c. Equipment: Emergency/After Hour Service Calls

d. PM/Service: Emergency Repairs/Services

e. Frequency: As Needed

The requirements above are hereafter referenced as “Maintenance”. The Contractor shall perform to the standards in this contract. This Performance Work Statement (PWS) requires the work to be performed by qualified Contract Professionals, and they will hereafter be referred to as “Contractors.” The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved service personnel for each model the Contractor services at the JAHVH to the Contracting Officer and/or the COR within 10 days after contract award. Contractor shall make revisions to this documentation whenever service personnel are assigned or re-assigned to the JAHVH. The Contracting Officer or COR reserve the right to request authentication of factory training certificates or credentials from the Contractor at any time for any personnel who are servicing JAHVH equipment. All quantities will be verified and the responsibility of the contractor. The contractor will not require access to VA sensitive information, therefore the “Certification and Accreditation” (C&A) requirement in accordance with (IAW) VA Handbook 6500.6 Contract Security does not apply.

Definitions/Acronyms/Abbreviations:

a) Central Utility Plant (CEP) - Maintains the VA utility infrastructure: Steam distribution piping/Chilled water distribution piping/Utilities/Electrical Substations/Electrical distribution system/Power Generation.

b) Contracting Officer (CO) – VA official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

c) Contracting Officer's Representative (COR) – VA official responsible for providing contract oversight and technical guidance to the Contracting Officer. Responsibilities include certification of invoices, placing orders for service, providing technical guidance, and overseeing technical aspects of the contract. All administrative functions remain with the Contracting Officer.

d) Contractor –refers to both the prime Contractor and his/her employees, and any sub-contractor and their employees.

e) FSE – Field service engineer

f) Fixed-price contract- is a type of contract that provides for a price that is not subject to any adjustment on the basis of the contractor's cost experience in performing the contract.

g) NICET – National Institute for Certification in Engineering Technology

h) National Fire Protection Association (NFPA) - is a United States trade association, albeit with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments.

i) Out-Patient Clinic (OPC) - the part of our VA hospital system designed for the treatment of veteran’s outpatients with health problems who visit the VA for diagnosis or treatment out in their local community.

j) Quality Assurance Surveillance Plan (QASP) – an organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractors continuous performance.

k) Quality Control and Quality Control Plan (QCP) – Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of the contract.

l) Performance Work Statement (PWS) - is a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.

m) Weekends, Holidays, Evenings and Nights Hours – WHEN

n) JAMES A. HALEY Veterans Hospital - (JAHVH)

References:

a) NFPA 70, National Electric Code

b) NFPA 70B, Chapter 28 Uninterruptible Power Supply (UPS) Systems

c) NFPA 70E, Standard for Electrical Safety in the Workplace

d) NFPA 99, Health Care Facilities Code, Latest Edition

e) NFPA 101, Life Safety Code, Latest Edition

f) NFPA 110, Standard for Emergency and Standby Power Systems, Latest Edition.

g) The Joint Commission Accreditation Manual for Hospitals, Latest Edition.

h) OSHA Standard 29 CFR Part 1910, Subparts: H, J, & Q.

i) OSHA - Safety and Health Regulations for Construction Part 1926 Subpart B, C, D, E

j) Inter-National Electrical Testing Association (NETA) – Maintenance & Testing Specifications

k) Operating/Maintenance manuals and specifications of all components of identified systems. The JAHVH will not provide service manuals or service diagnostic software to the contractor. The Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

II. SCOPE

Contractor should coordinate Annual, Semi-Annual, Quarterly inspections/all repairs with the COR at locations listed above. Contractors shall be required to sign in with the COR after contract award, before beginning a service call, emergency service, etc. When the COR is not available and during WHEN hours, the Contractor shall sign in/out at the Central Energy Plant bldg. 39 (813-972-7129). Upon completion of preventive maintenance (PM) inspection and/or emergency repair the Contractor shall leave a copy of the service report with the service and submit to the same location as designated above a service report annotating what repairs, service, calibration, etc., were performed and whether preventive maintenance was done. Each service report shall include the name of the contractor, name of Field Service Engineer (FSE), date, time (starting and ending), equipment downtime, hours of labor including costs (when emergency service is authorized outside of normal working hours), the parts utilized including costs, the nature of the problem, the nomenclature of the item repaired (serial number & VA inventory number), and the building number where equipment is located. The service designer and the FSE attesting that the equipment is in satisfactory working order and is functioning at an acceptable level of performance shall sign this report. The contractor shall sign out at the designated location before leaving. NOTE: Failure to furnish a service report or obtain a signed copy of the service report could result in delay in payment or non-payment. The COR or alternate COR in the using service has the authority to approve/request a service call from the contractor.

Preventive maintenance (PM):

a) The contractor should include all annual, semi-annual and quarterly scheduled PM inspections to be conducted. A mutually agreeable time for inspections will be scheduled through the COR.

b) The contractor shall perform PM Service to ensure that equipment listed in schedule functions in conformance with the latest published editions of NFPA, OSHA. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. PM procedures will be submitted to the COR for approval prior to the initiation of this service contract.

c) PM Services should include but not be limited to the following:

· Each manufacturer’s specifically recommended checks to be performed on their particular types of equipment

· Cleaning of equipment

· Reviewing operating systems to ensure the system is operating according to manufacturer’s specifications

· Performing remedial maintenance of non-emergent nature

· Inspecting all Lids, covers, floors, walls, ceiling, risers, tees, and downpipes as necessary

· Measuring, adjusting, and calibrating as necessary for optimal performance

· Inspecting and replacing where indicated electrical wiring and cables for wear and fraying

· Inspecting and replacing where indicated all mechanical components including but not limited to patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, for mechanical integrity, safety, and performance

· Returning the equipment to full and proper operating condition

· Providing documentation of service performed

d) The contractor shall furnish/replace all parts, equipment, and materials to meet identified Original Equipment Manufacturer (OEM) specifications. All parts/materials shall be provided as part of this contract at the vendor’s cost. The contractor shall have ready access to all replacement parts. The contractor shall maintain enough stock of all parts needed for repair/maintenance of the equipment or be able to secure the parts needed within three (3) calendar days. The contract does not cover operating supplies that are consumed during normal operation of the equipment covered. The contractor shall use new parts only. If and when requested, the contractor shall provide the JAHVH with a letter from the manufacturer of the equipment specifying that all parts of the equipment will be sold to the contractor. All replacement parts provided under this contract shall be warranted for a period of one (1) year for replacement of same including all applicable costs, e.g., travel, labor, etc. If published or issued by the equipment manufacturer, field service software/hardware updates/upgrades will be provided at no additional cost (to include parts and labor) during the contract period.

e) Scheduled Services will be completed at the time of the PM and results will be documented and provided to the COR. Assemblies will be repaired/replaced as needed upon approval of CO/COR.

f) The Contractor shall notify the COR in writing (report form) any uncorrected deficiencies. Written notification shall include the type of deficiency noted, dated, and initialed. Contractor shall immediately notify the COR of any deficiencies, which are a hazard. It shall be the responsibility of the James A Haley VA to take the necessary actions to initiate any Interim Life Safety Measures (ILSM).

Unscheduled Repairs and Emergency Service:

g) All repairs will be performed during the normal VA business hours (7:00 - 16:30) Monday through Friday, except Federal holidays, unless otherwise specified. Contractors may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the CO/COR or designee prior to the initiation of overtime work.

h) A technical maintenance representative shall respond by telephone to the VA within one (1) hour of the original service call. The contractor shall arrive on-site for repairs within two (2) business hours from the original service call. The equipment and all sub-systems shall be restored to fully operational status within twenty-four (24) business hours (three days) of the original call. All on site visits will be authorized by the COR only.

A. CONTRACT AWARD MEETING

The contractor shall not commence performance on the tasks in this PWS until the CO has conducted a Kickoff meeting or advised the contractor that a kickoff meeting is waived.

B. PERIOD OF PERFORMANCE

This shall be a firm-fixed price contract. Period of performance will be from the date of award through twelve (12) months, with four (4) - option year periods. Option year periods will be date of award through one year. All options are exercised at the discretion of the government.

C. CHANGES TO THE PERFORMANCE WORK STATEMENT (PWS)

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder with all other products of the project. Costs incurred by the contractor through the actions of parties other than CO shall be borne by the contractor.

D. PERFORMANCE REQUIREMENTS:

1. Contractor shall provide the necessary personnel and equipment to meet or exceed required service. Contractor shall have the following responsibilities:

a) Provide licensed and trained personnel to perform the project/service in the State of Florida.

b) Provide all supervision, labor and materials to complete all requirements described in this PWS.

c) Contractors will obtain all necessary licenses and permits required to perform this work required by this PWS, with each having completed the Occupational Safety & Health Administration (OSHA) approved 10-hour Construction Outreach Training or General Industry Outreach Training.

d) Contractor shall take all precautions necessary to protect people and property from injury and/or damage during performance of this contract.

e) Contractor shall be responsible for any injury to their employees as well as for any damages to personnel or Government property that occurs during the performance of this contract that is caused by the Contractor’s fault or negligence.

f) Contractor should ensure that all areas where equipment is serviced under this contract are left in a clean, neat and orderly condition.

g) Contractors shall have technical training and evident track records of working experience in Maintenance and Repair of grease traps and related components in healthcare, industrial, educational, or commercial facilities for a minimum of five (5) years.

h) Contractors shall possess and utilize all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform all work safely, effectively, and timely. Tools, equipment, and PPE shall comply with OSHA Standard 29 CFR 1910/1926. Prior to initiating work, the Contractor shall provide documentation demonstrating that all instruments, test equipment, tools, and PPE possess current calibration and safety inspections. Dated calibration and safety inspection labels shall be visible on all equipment as applicable

i) Contractors shall Arrange and pay for all proper disposal of waste, debris and provide certified disposal receipts.

j) Contractors shall maintain project schedule agreed upon in the purchase order documents.

k) Contractors shall Provide all OSHA site safety for each employee during work.

l) Contractors should ensure employees have completed background checks.

2. Contractor’s Minimum Requirement

a) The contractor shall provide a dedicated Account Manager to supervise all delivery of services by scope.

b) The contractor shall always be escorted by a VA employee when conducting maintenance at all facilities.

E. DELIVERABLES

The Contractor shall perform the services necessary to complete the tasks in accordance with the procedures described in a timely and professional manner, consistent with industry standards, at the location, place and time that the VA has set aside, and all in accordance with the PWS.

Contactor shall provide a copy of the inspection document used (field report) on the day of each inspection performed.

1. TESTING SPECIFICATIONS

All Preventative Maintenance (PM), testing, inspections, calibrations and repairs of the Drain lines/Interceptors and its associated components shall be in accordance with applicable industry standards and manufacturers recommendations. The initial PM schedule shall be submitted to the COR no later than 7 calendar days after award. The PM schedule shall be submitted to the COR sixty (60) days prior to the start of the next inspection.

F. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the Contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine Contractor performance and shall compare Contractor performance to the Acceptable Quality Level (AQL). The Quality Assurance Surveillance Plan (QASP) method of surveillance will be conducted by random inspection and monthly monitoring. At the end of each option year, A Contractor Performance Assessment Reporting System (CPARS) will be sent to the contractor. The contractor has the right to either agree or respond. This report applies to this contract. https://www.cpars.gov/, https://www.acquisition.gov/.

G. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

PURPOSE: This QASP is a government developed document used to ensure that the Government receives quality services and pays only for services actually provided. The QASP provides a systematic method to evaluate the services the Contractor is required to furnish.

SCOPE: The role of Government Quality Assurance is to ensure contract standards are achieved. The QASP provides guidelines and methods for the Government's oversight of the Contractor's quality control efforts to assure timely, effective services are provided IAW the contract order. The Contractor, and not the Government, is responsible for management and quality control actions to meet the terms of the contract.

ROLES AND RESPONSIBILITIES:

Contracting Officer (CO) - A person duly appointed with the authority to enter into, administer and terminate contracts on behalf of the Government. The CO is the only person who can legally commit the Government and only the CO, as the Government's agent, can modify the contract/order. The CO is the final authority for determining the adequacy of the Contractor's performance. CO decisions arising under or relating to the contract are final.

Contracting Officer's Representative (COR) An individual designated in writing by the CO to perform specific technical and administrative functions within the scope and limitations of their written appointment (e.g., surveillance of Contractor's performance, accept services). The COR is not empowered to make any contractual commitments or authorize any changes to the order/contract or in any way obligate additional funds by the Government; such authority rests solely with the CO. The COR’s primary duty is to monitor the Contractor's performance by physically checking to see that tasks are completed, reports are submitted, and desired outcomes are achieved. When a surveillance observation results in an unacceptable evaluation, the COR will report the unacceptable performance to the COR. The COR is not authorized to direct work, offer advice on how the work should be performed, change the contract, or in any way obligate payment of funds by the Government.

METHOD OF SURVEILLANCE: Simplified methods of surveillance will be used by the Government to evaluate contractor performance. The primary methods of surveillance are periodic assessments of service and customer feedback.

Periodic Assessment of Services — For services that occur over a number of months, the COR will evaluate Contractor performance on a quarterly basis and upon completion of services. Generally, the Government will rely on the Contractor's Quality Control system to ensure that services conform to contract quality requirements before they are tendered to the Government for acceptance.

Customer Feedback — Customer feedback is typically obtained via telephone or email. Telephonic customer complaints must be followed up in writing/email. To be considered valid, the customer complaint must clearly articulate the nature of the complaint, time, date, etc. The COR will investigate the complaint; if determined valid, the COR will advise the CO and the Contractor of the deficiency. Copies of valid complaints and the resolution must be retained in the official contract file.

SURVEILLANCE PROCEDURES:

The COR will evaluate the Contractor's performance quarterly against Performance Standards established in the contract/order. Evaluations will be to the extent practical to assure the contractor provides quality services IAW the requirements of the contract. Evaluations could be evaluation, /validation of contractor supplied performance data, as well as analysis of Customer feedback, for performance trends and to ensure valid customer concerns are resolved timely.

If at any time the COR receives indicators (e.g. Valid customer complaints or notes Performance Standards are not being met) that the Contractor's performance is less than acceptable, the COR will investigate to determine if this is a onetime issue that has been promptly corrected, or if the discrepancy is systemic in nature. If the issue is determined to be an isolated occurrence, the COR will continue with Quarterly Evaluations. If the issue is recurring and systemic in nature, the COR will perform more frequent evaluations.

The COR will notify the Contractor each time an unacceptable observation has been recorded and ask the Contractor to correct the problem. The COR will record the contract requirement, the specific deficiency to the requirement, the date and time it was discovered, and have the Contractor initial the entry. The Contractor will be given two working days after notification to correct the deficiency in accordance with requirements of the contract. Deficiencies that cannot be corrected within two working days will be reported to the Contracting Officer.

The COR will re-examine services that are found to be deficient. Failure to complete corrective actions will be reported immediately to the CO for further action. Upon satisfactory completion of the work, the COR will accept the services provided and authorize payment, by approving the Contractor's invoice in Wide Area Workflow.

SURVEILLANCE STANDARD:

The Performance Standard set forth in the PWS and Line items is the standard the Contractor must meet for services to be deemed acceptable. Generally, under commercial services contracts, the Government is relying on the Contractor's assurances that the services conform to contract requirements. Consistent with FAR 52.212-4, Contract Terms and Conditions, (a) Inspection and Acceptance, the Contractor shall only tender for acceptance those services that conform to the requirements of the contract/order. The Government may require re-performance of nonconforming services with no increase in contract price. The Government reserves the right to refuse acceptance of nonconforming services. In no case, shall the Government's right to inspect services under the inspection provisions of the contract be prejudiced.

QUALITY ASSURANCE SURVEILLANCE FILE: The COR file should contain:

a) Copy of the COR appointment letter from the CO, any changes to that letter and any termination letters

b) Training Certifications for COR

c) Copy of the contract and all contract modifications

d) Copy of the applicable Quality Assurance Surveillance Plan (QASP)

e) Copy of the contractor's Quality Control Plan (QCP)

f) All correspondence initiated by authorized representatives (Contractor or Government) concerning performance of the contract

g) Names, position titles and contact information of all key personnel assigned to this contract, both Government and Contractor

h) Surveillance schedules

i) Surveillance Checklists

j) Records of all inspections performed and the results

k) Customer Feedback

l) Memoranda for record of minutes of any meeting, telephone conversations and discussions with the contractor or others pertaining to the contract or contract performance

m) Documentation pertaining to acceptance of services, reports or data

RECORDS: All records will be retained for 5 years. The COR will forward these records to the CO upon completion of the contract/order.

CHANGES: The QASP is a living document and, as such, may be changed as needed. However, the CO must approve changes. The COR will submit recommended changes to the CO for approval.

1. Deliverables

Factor No.

Tasks Performance Indicators Performance Measures Acceptable Quality Level (AQL) Incentive (Positive &/or Negative) (impact on Contractor Payments) Scheduled Maintenance Schedules shall meet or exceed all time limits Initial schedule, to the COR NLT 7 calendar days after award. Subsequent PM submitted to the COR sixty (60) days prior to the start of the next inspection.

100% per occurrence Positive: Acceptable rating in Contactor Performance Assessment Reporting System

(CPARS)

Negative: May result in adverse CPARS rating Performance of Maintenance Authorized personnel performing the maintenance Random inspection of License/Certification 100% per random occurrence Positive: Acceptable rating in Contactor Performance Assessment Reporting System

(CPARS)

Negative: Provide certified personnel to perform services immediately; May result in adverse CPARS rating; May deduct up to 10% of service not accomplished properly Performance of Maintenance Maintenance is timely and performed per the scheduled requirements Contractors are timely and present for maintenance and repair actions 100% Positive: Acceptable rating in Contactor Performance Assessment Reporting System

(CPARS)

Negative: Provide certified personnel to perform services immediately; May result in adverse CPARS rating; May deduct up to 10% of service not accomplished properly Reports Field Reports Contractors submit the field report the day of maintenance/repair 100% Positive: Acceptable rating in Contactor Performance Assessment Reporting System

(CPARS)

Negative: Provide certified personnel to perform services immediately; May result in adverse CPARS rating; May deduct up to 25% of service not accomplished properly

PERIOD OF PERFORMANCE

Contractors shall follow the schedule of specific dates for the Maintenance of the Drain Lines and Interceptor/Trap System in the above-mentioned buildings. Schedule must be submitted seven (7) calendar days after contract award notification and prior to performing contract work.

Contractors must provide an annual schedule each calendar year and contact the appropriate COR at least fourteen (14) calendar days in advance of performing maintenance.

For scheduling purposes, the performance of inspection will be required in each campus listed below. The semi-annual testing period will include 100% testing of all equipment which will be listed in the report. Any inspections that are performed out of stated cycle shall conform to the existing cycle stated below (semi-annual inspection) at no cost to the government.

H. PERFORMANCE HOURS

Normal workdays are Monday through Friday, First Shift: 7:00am to 3:30pm /Second Shift: 3:00pm to 11:30pm to include weekends and Federal Holidays. Contractors shall perform all work during first & second shifts to include weekends, when possible, but shall perform any work that will affect patient care systems during times that will be the least disruptive (WHEN hours) when required by the COR. Contractors should remove all parts and debris daily from the JAHVH Campuses work site, and contractor is responsible for a complete daily clean-up and debris removals until inspections are completed. Contractor shall submit a daily report on progress on the project to the COR or authorized personnel.

1. Government normal duty hours are from 0700-1630, Monday through Friday, excluding Federal holidays. There are ten Federal Holidays as follows:

2. If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also, included would be any day specifically declared by the President of the United States of America as a National Holiday.

3. All work that is to be completed during WHEN hours will be done at no extra cost to the government.

III. GENERAL INFORMATION

A. KEY PERSONNEL REPLACEMENT AND SUBSTITUTION

1. The contractor shall provide a list of authorized personnel and phone numbers listing all service points of contact to the Contracting Officer Representative no later than 10 days after the award date. Notification of substitutions or replacement of key personnel shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request shall contain a complete resume for the proposed substitute, and any other information requested or required by the Contracting Officer to approve or disapprove the request. Proposed substitutes shall have qualifications that are equal to or higher than the personnel being augmented. The Contracting Officer or his/her authorized representative shall evaluate such requests and promptly notify the Contractor in writing whether the proposed substitution is acceptable.

2. If the Contracting Officer determines that, (1) suitable and timely replacement of personnel who have been reassigned, terminated or have otherwise become unavailable for the contract work is not reasonably forthcoming, or (2) the resultant substitution would be so substantial as to impair the successful completion of the contract or the task order in accordance with the proposal accepted by the Government at time of contract award, the Contracting Officer may, (1) Send a letter of correction or cure (2) terminate the contract for default or for the convenience of the Government, as appropriate, or (3) at his discretion, if he finds the Contractor at fault for the condition, equitably adjust the contract price downward to compensate the Government for any resultant delay, loss or damage.

3. The Contractor shall replace any absent individual for any period greater than one workday (may be changed) so as to leave a full complement of trained qualified personnel at all times with no disruption of services.

B. CONTRACTOR PERSONNEL AND MANAGEMENT

1. Contractor Personnel

a) The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this PWS or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this contract, any person whose employment would result in a conflict of interest with the Government’s standards of conduct.

b) The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract.

c) Personal Appearance - Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct.

d) Personnel Courtesy - Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises.

2. Parking - All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the Contracting Officer or COR. Contractor vehicles shall be clearly marked so as to be distinguishable from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the contract. Contractor vehicles will follow parking rules while on US government property and is subject to two if illegally parked. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section. Failure to park in appropriate/designated parking may be cause of a parking violation from the VA Police and may jeopardize the performance of the contract.

3. Identification Badges

a) The COR will coordinate the issuance of required access badges to Contractor personnel. Contracted personnel visiting any of the locations listed above must issue a temporary badge or have an escort with him at all times. Badges will be issued from the visitor’s location’s desk or from the Facilities Management desk. All badges will be returned daily. Contract personnel shall wear laminated identification badges provided by the VA at all times when present and performing work. Badges shall be worn on the outer garment, attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

b) Government issued identification badge remains the property of the Government and shall be returned to the issuing office upon completion of work or at the end of the workday, which ever applies.

c) Contractor Badges - In addition to the government furnished badge, Contractor personnel shall also wear a laminated contractor identification badge at all times when performing services under this Contract, including when on Government directed travel. The badge will contain a personal picture, name of employee, and Contractor's name. Badges shall be worn on the outer garment attached to the outer shirt or jacket pocket by a button or clip or worn around the neck secured by an appropriate identification card lanyard.

4. All Contractor 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 or Congress that they are Government officials. They must also ensure that all documents or reports produced by Contractor personnel are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

5. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract.

6. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

7. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer.

8. The Contractor personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request.

9. Standard of Conduct

a) Conduct of Personnel. Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this PWS.

b) The Contracting Officer or designated representative (COR) may require the Contractor to remove any employee performing requirements under this PWS for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action(s) is in the best interest of the Government.

c) Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract.

d) Working Attire and Appearance. Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities.

e) The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

f) Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this PWS. The Contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For purposes of this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the methods by which employees will be determined to be under the influence of alcohol or illegal drugs.

10. NON-PERSONAL SERVICE STATEMENT

Contractor employees performing services under this order will be controlled, directed, and supervised at all times by management personnel of the contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the PWS. Contractor employees will perform their duties independent of, and without the supervision of, any Government official. The tasks, duties, and responsibilities set forth in the contract may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to the facility and will perform the inspection and acceptance of the completed work.

11. PERSONNEL QUALIFICATIONS

a) The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization, and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. The work history of each contractor employee must contain experience directly related to the task and functions he/she intends to perform under this contract. The Government reserves the right, during the life of the resulting contract, to request work histories on any contractor employee for the purpose of verifying compliance with the above requirements; additionally, the Government reserves the right to review resumes of contractor personnel proposed to be assigned. Personnel assigned to, or utilized by, the Contractor in performance of work shall be fully capable of performing the requirements contained in the PWS in an efficient, reliable, and professional manner. The normal manner of dress is business casual.

b) Specific Personnel Qualifications Requirements –The contractor shall ensure that all personnel (to include subcontractors) have the appropriate certifications to inspect equipment. All certifications are inspectable by the government.

c) Be a United States Citizen

d) Possess the skills and abilities of performing the work as outlined in this PWS.

e) Specialized Experience: The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this PWS. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements. In addition, the Contractor shall comply with all Safety and Operational requirements of the Orlando VA Medical Center.

12. INSURANCE

The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default

13. CONTRACT AWARD AND ADMINISTRATION DATE

a) The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. In the event the Contractor effects any such changes 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 costs incurred as a result thereof.

b) No contract will be awarded nor payment made to any individual or entity that appears on the Health and Human Services Office of Inspector General's (HSS/OIG) List of Excluded Individuals/Entities, or any other Government sponsored list that identifies Contractors as being ineligible for contract award(s).

14. WALK THROUGH

The Government will conduct a site visit during the solicitation period for this requirement as listed below:

James A. Haley Veterans Hospital (JAHVH) – Wednesday July 22, 2026 @ 8AM. EST.

We will meet at the Building 38 (SCI Lobby), 13000 Bruce B. Downs Blvd., Tampa, Florida 33612

The purpose of the site visit is to provide an opportunity for interested Offerors to ask questions, view the facilities, and for the Government to explain or clarify specifications and requirements. Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award. SITE VISITS ARE NOT TO ANSWER QUESTIONS. ALL QUESTIONS HAVE TO BE PRESENTED IN WRITING AND ANSWERED VIA ADDENDUM. THAT WAY, IT DOES NOT PRESENT ANY ADVANTAGE TO A PARTICULAR COMPANY. SITE VISIT SHOULD NOT BE TO CLARIFY SPECIFICATION & REQUIREMENTS.

15. RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. James A. Haley Veterans’ Hospital and Clinics and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of James A. Haley Veterans’ Hospital and Clinics or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to James A. Haley Veterans’ Hospital and Clinics. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized…