Draft PWS Consolidated Warehouse Services - for sources sought notice - 10 Feb 2022.pdf

PERFORMANCE WORK STATEMENT

CONSOLIDATED WAREHOUSE SERVICES FOR VA CARIBBEAN HEALTHCARE SYSTEM

1.0 Introduction. This is a non-personal services contract to provide “Consolidated Warehouse Services for Veterans Affairs (VA) Caribbean Healthcare Systems (VACHS)”. The government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the contractor who, in turn is responsible to the government. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at VACHS as defined in this Performance Work Statement (PWS), section three (3.0) except for those items specified as Government-furnished property and services. The contractor shall perform to the standards of this PWS.

1.1 Mission. The Facilities Management Service (FMS) provide, operate and maintain a "state of the art" facility service program in support of our Veterans Health Care System; carry out a program of education and development of personnel involved in the health care environment, promote environmental research and development of technologies in support of health care and provide these services in a cost effective, compassionate, humanitarian and ethical manner.

1.2 Background. The VA Caribbean Healthcare System provides services to a population of 150,000 Veterans in Puerto Rico and the U.S. Virgin Islands. In Fiscal Year (FY) 2008, the VA Caribbean Healthcare System registered 66,955 unique patients with 11,428 inpatients treated and provided 927,072 outpatient visits at all clinic areas in Puerto Rico and the U.S. Virgin Islands.

The VACHS is located at 10 Casia St. San Juan, Puerto Rico.

1.3 Scope. The Contractor shall perform these requirements in accordance with this PWS, local, state, and federal laws and regulations, and Veteran Affairs (VA) regulations. In the event of conflict between regulatory guidance, the most stringent requirement shall apply. The contract is to provide the VACHS with all warehousing services necessary and ensure continuity of access to, and delivery of all VA procurements. The Contractor shall safeguard all governments property that may be housed in the contractor’s warehouse. The contractor shall provide “Consolidated Warehouse Services”, to include space for at least two (2) VA Staff member, receipt, inventory, integration, warehouse kitting, conduct the shipping coordination to San Juan VA Medical facility and customer service information desk.

2.0 General Requirements. This section describes the general requirements for this effort.

The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services. The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer (CO) immediately.

2.1.1 Type of Contract. The Government will award a firm-fixed price contract.

2.1.2 Period of Performance. The period of performance for this effort will be a base year of 12 months and four (4) option periods of twelve (12) months each. Each option will be exercised at the government’s discretion. In addition, the resulting contract will have an additional option to extend the services for up to six (6) months at the government’s discretion.

2.1.3 Location and Hours of Work. Tasks under this PWS shall be performed at Port of embarkation warehouse, Jacksonville Florida. The Contractor shall perform the services during the core hours of operation from 7:30 AM to 4:00 PM Monday through Friday. The exceptions are Federal Holidays, Good Friday, and/or when the government facility is closed due to local or national emergencies, administrative closings, or similar federal government directed facility closings. The contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons.

2.1.4 Recognized Government Holidays. The Contractor is not required to work on the legal public holidays listed below. Holidays occurring on weekends will be observed as directed by the published United States Office of Personnel Management (OPM) calendar.

New Year’s: Day 1 January Martin Luther King Jr. Birthday: 3rd Monday in January Washington’s Birthday: 3rd Monday in February Memorial Day: Last Monday in May Juneteenth: 19 June Independence Day: 4th of July Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October Veterans Day: 11th of November Thanksgiving Day: 4th Thursday in November Christmas Day: 25 December

2.1.5 Medical Emergency Services. The Contractor shall make available competent personnel trained and capable of dealing with minor personnel injuries. The contractor or their employees shall immediately notify their supervisor of any accident requiring emergency medical treatment.

In case of emergency the Contractor shall immediately notify the Contracting Officer’s Representative (COR). Emergency medical treatment and services for Contractor personnel is the responsibility of the Contractor.

2.2 Business Relations. The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. Within the bounds of acquisition policy, the VACHS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings will be recorded by the Contractor and signed by the Program/Project Manager and the CO and/or COR and distributed within five (5) workdays after the meeting.

2.3.1.1 Performance/Progress Meetings will be held as necessary. There may be occasions when subsequent meetings will be called by either party to reconfirm mutual understandings and/or address deficiencies in the Quality Control (QC) system or procedures which may require corrective action by the Contractor. The Contractor Representative shall meet with the COR and/or CO as required. A mutual effort will be made to resolve all problems identified. The Contractor Representative and the COR shall sign the written minutes of these meetings.

2.3.2 Contract Administration. Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the government and the contractor.

2.3.2.1 Contracting Officer (CO). The CO is the only person authorized to direct changes in any of the requirements under this contract, and, notwithstanding any provisions contained elsewhere in this contract, said authority remains solely in the CO. In the event the contractor effects any such change at the direction of any person other than the CO, the change will be considered to have been made without authority and solely at the risk of the contractor. All contract administration will be effected by the CO. Communications pertaining to contractual administrative matters shall be addressed to the CO. No changes in or deviation from the terms and conditions shall be affected, without a written modification to the contract, executed by the CO authorizing such changes.

2.3.2.2 Contracting Officer's Representative (COR). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.270-1, Representatives of the Contracting Officers, the CO reserve the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee’s authority. A copy of the designation shall be furnished to the contractor.

2.3.3 Contractor Employees. The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work specified herein. The contractor shall ensure the labor categories/occupation code as defined by the Department of Labor are aligned to those tasks delineated in this PWS. The contractor shall comply with the minimum rates established in the applicable wage determination for this service. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.3.1 Contractor Identification. All contract personnel shall be identified as a Contractor (i.e., badge, company logo, or uniform). All contract personnel are required to identify themselves such that they avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all correspondence (documents, emails etc.)

or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.4 Key Personnel. The Contractor shall appoint an Onsite Supervisor who will be the single point of contact between the Contractor and the Government. The Onsite Supervisor shall be responsible for ensuring that the deliverables set forth in this document are delivered on schedule and that they meet the requirements of the PWS. Onsite Supervisor shall provide all required reports and deliverables listed in Section 5 of this PWS. The onsite supervisor or designee shall be available at all times when contract work is in progress to receive notices, reports or requests from the Contracting Officers Representative (COR).

2.3.5 Personnel Qualification:

2.3.5.1 The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.5.2 The contractor personnel must possess the required Occupational Safety and Health Administration (OSHA) training and certifications to provide the services requested in this PWS.

2.3.6 Standards of Conduct. Contractor personnel’s conduct shall not reflect discredit upon the Government. The Contractor shall ensure that personnel present a professional appearance. The Contractors employees shall observe and comply with all local policies and procedures concerning fire, safety, environmental protection, sanitation, security, and possession of firearms or other lethal or illegal weapons or substances. The Contractor is responsible for ensuring that any contractor employees providing services under this contract conduct themselves and perform services in a professional, safe, and responsible manner. The contractor shall remove, from the job site, any employee for reasons of misconduct or security. The contractor shall ensure employee conduct complies with 41 U.S.C. 423, Procurement Integrity. The contractor shall also ensure that no contractor employees conduct political related activities or events on VACHS facilities.

2.4 Health and Safety. The contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA). In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

2.4.1 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.4.2 In performance of this contract, the Contractor shall follow Veterans Affairs Central Office (VACO) Directive 7710, Occupational Safety and Health, for safe work practices and take such safety precautions as the Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.4.3 Health and Safety Plan. The Contractor shall develop a program for the health and safety of personnel and the prevention of loss and damage of Government equipment and materials.

Each Contractor employee (material handler) shall be trained, tested, and certified in correct methods of receiving, storing, and/or transportation of hazardous materials as outlined in 49 CFR 172, and 177, and 29 CFR 1910.1200. Contractor shall refer to TG-90-1 Chapter 4, Safety for further information and/or details. A copy of this plan shall be provided to the COR within 10 days after contract award.

2.4.3.1 The Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

2.5 Injury or Accident Reporting. The Contractor shall maintain an accurate record of accidents resulting in injury or death and accidents resulting in damage to government property, supplies, and equipment.

2.6 Environmental Requirements.

2.6.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and Restoring Science to Tackle the Climate Crisis and 13834, Efficient Federal Operations applies to this service. A copy of EO 13990 can be found at the Federal Register webpage at https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis; EO 13834 can be found at https://www.federalregister.gov/documents/2018/05/22/2018-11101/efficient-federal-operations.

2.6.2 Environmental Compliance. The Contractor shall comply with all federal, state, local and facility environmental laws, rules and plans.

2.7 Physical Security. Contractor will maintain physical security of the warehouse facilities housing the activities performed under this contract. The contractor will ensure that security procedures are defined and enforced.

2.7.1 Contractor shall provide full access for government personnel for warehouse inspection during normal business hours (8:00AM - 4:30PM, Monday - Friday). In addition, access via individual keyed entry to the supply/products shall be available 24/7. If emergency access is required, the VA will ensure appropriate communication will take place with the contractor.

2.7.2 Access Control Log. Contractor shall maintain an access control log. All individuals (contractor personnel and/or government employee(s)) are to sign-in/sign-out when accessing space where government supplies or equipment are stored. A copy of the log shall be provided to the COR monthly or as requested.

2.7.3 Safety and Fire Alarms. Contractor's facility shall meet all industry standards for fire alarms and suppression systems for the commodities being warehoused. Facility shall also have individual 24/7 monitored alarm access and shall comply in accordance with the Code of Federal Regulations (CFR) Title 21, to maintain inventory in controlled warehouse storage.

2.7.4 Possession of weapons is prohibited except for those personnel designated by the Contractor (e.g. Security Guards) to ensure safety of personnel and materials.

2.8 Liability and Responsibility for Damaged Property.

2.8.1 Warehouse Operators Legal Liability Insurance. The contractor shall provide and maintain at all times a Warehouse Operators Legal Liability Insurance in order to safeguard the government against inventory physical loss or damage. The WOLLI policy shall be of no less than $5,000,000.

In the event of any adverse circumstance, the contractor will be responsible for the total value (based on government’s acquisition cost) of the inventory that’s stored at the contractor’s warehouse. Adverse circumstances, may include, but is not limited to, inventory loss/damage due to fire, flooding, hail, windstorm, careless handling or storage, defective climate control, insufficient facility maintenance, etc. In the event that the contractor’s insurance provider does not cover the entire value of an inventory physical loss or damage, the contractor will be legally liable to cover such cost (based on government’s acquisition cost).

2.8.2 Damage to Government Property. The contractor shall be held liable for damage or destruction of Government property caused by the contractor, contractor personnel or representatives of the contractor in the performance of services on this contract. The contractor shall submit their damage report to the COR within 24 hours of damage and shall include the repairs and corrective action plan, as applicable. If the contractor fails to take the required corrective action, the government retains the right to exercise other rights or remedies available to the CO.

2.8.3 Damage to Privately-Owned Property. The Contractor shall be held liable for damage or destruction of privately owned property (e.g. privately owned vehicles), as defined in this PWS, caused by the contractor, contractor personnel or representatives of the contractor in the performance of services in this contract. The contractor shall take corrective action within 5 working days to repair damages or replace destroyed property. Contractor shall purchase and maintain at all times a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.8.4 Damage Reports. The contractor shall submit a damage reports to the CO and designated representative within 24 hours of damage or destruction to government property or privately owned property caused by the contractor, contractor personnel or representatives of the contractor. The damage report shall detail the facts and the extent of damages or destruction and the corrective action taken by the contractor to repair damages or replace destroyed property.

2.9 Influenza vaccine.

2.9.1 “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive

1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance. This requirement is to be submitted annually. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

2.10 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors.

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

2.10.1.1 Documentation requirements:

2.10.1.1.1 If fully vaccinated, shall show proof of vaccination.

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

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

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

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

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

2.10.2.1 Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces.

Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

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

2.10.4 All contractors’ employees and its representative, to include subcontractors, are required to wear surgical masks face covering during their time at the VACHS.

2.10.5 Vendors that are located outside of Puerto Rico must comply with the entry requirements established by the Government of Puerto Rico and by VACHS to access the hospital premises.

Requirements may vary; therefore, the contractor shall comply with the stringent one.

2.10.6 COVID-19 (and other pandemics) Protocols. The contractor shall submit a protocol which demonstrate how they will deal in the case of a COVID-19 (or other pandemics) breakout. The plan shall be comprehensive, proactive, and quick to implement in order to avoid any service interruption to VACHS.

2.11 Addition and/or removal of services. VA reserves the right to add and/or remove services within this contract. All changes, if any, will be made via a supplemental agreement to the contract.

3.0 Performance Requirements. The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 The warehouse facility shall be located within the Port of Jacksonville, Florida. The warehouse shall have capabilities to receive, store and ship approximately 50,000 SKUs of line items annually. The production materials are received on pallets, cartons, skids and as rolls. The warehouse may receive an average of 50 shipments per day from approximately 100 to 150 SKUs daily. Contractor shall be able and capable to receive and process an average of 130 pallets on weekly basis.

3.2 Management Plan. The Contractor's General Management Plan, as presented in its proposal, will be incorporated as part of the contract award and implemented upon award.

3.2.1 At a minimum, the Management Plan shall address the following:

a. Set goals for your warehouse by defining the functions to implement the objectives of this PWS.

b. Describe the process for meeting the objectives of this PWS.

c. Identify the equipment necessary for meeting the objectives of this PWS.

d. Evaluate the space requirements to comply with the objectives of this PWS.

e. Estimate and describe additional support needs, such as staffing, investments, software, maintenance, etc. to satisfy the objectives of this PWS.

f. Process to manage Hazardous Materials, to include required trainings and certifications

g. Describe how damaged/broken inventory will be managed.

h. Describe how emergencies will be handled

3.3 The contractor shall provide a full range of consolidated warehousing service assistance to support cargo shipment to VA Caribbean Healthcare System. Logistical support services and warehouse operations such as receiving, inventory management, staging, and delivery for VA Warehousing in support of the VACHS. The Contractor shall receive, oversee, process, store, and repackage property if needed (e.g., medical supplies and equipment) and schedule deliveries and pickup among other tasks. The Contractor shall receive, oversee, process, palletize, and repackage property (e.g., medical supplies and equipment) as needed and schedule the shipping in coordination with VA Transportation office, among other tasks. This includes movement from one location to another, receipt of new deliveries, and relocating property. All deliveries will be inspected and accepted by VA employee prior to storage in contractor facility. The contractor shall provide an office space for assigned employee for all the business of the VACHS. The VA Employee and/or COR will perform physical inspection and acceptance of deliveries daily prior to shipping cargo to VACHS Warehouse.

3.3.1 Office Space (for government employee). The contractor shall provide a private office space 8’ x 8’ (64 square feet). The office shall include door lock, 2 new and functional desk, 2 new and functional ergonomic chair, WiFi internet connection, 1 four-door filing cabinet, illumination, and air conditioner.

3.4 Material Segregation and Temperature Controls. The Contractor shall have storage facilities sufficient to contain VA items in secure and climate-controlled conditions that will preserve the operability of the items stored. VA Medical/Surgical Supplies/equipment shall be segregated by a cage or other defining material for quick identification purposes. Supplies shall be stored at a temperature-controlled environment. Storage locations must be a stable environment without extreme changes in temperature and humidity. The facility should have electronic monitoring and reporting of out-of-range event capabilities and/or the facility monitoring must be able to report out-of-range events. The method of monitoring must be able to be investigated whether electronic or manual monitoring. Items stored within these locations must comply with temperature and humidity requirements in accordance with manufacturer specifications. At a minimum, supply storage areas must meet the following specifications: Relative Humidity < 75 %, Temperature 64 78 degrees Fahrenheit.

3.5 Customer Service Information Desk. The Customer Service Information Desk will be responsible for:

3.5.1 Acknowledge all information flowing in and out of the warehouse.

3.5.2 Track all inbound shipment notices, alert warehouse personnel, and track delivery status.

3.5.3 Collect delivery information for reporting purposes.

3.5.4 Maintain Access Control Log.

3.6 Risk Assets Management. The Contractor shall provide Receipt, Inventory, Integration, and Delivery support using multiple asset management processes and systems, as required.

Contractor shall be able and capable to receive and process an average of 130 pallets on weekly basis. In the event that there is not enough cargo to fulfill a full container, the VA Cargo will not be hold at the contractor’s facility for over 14 calendar days. To properly receive and deliver items the Contractors facility must have a functional receiving dock. Deliveries shall incorporate sufficient packing to comply with all applicable federal and/or state standards relating to shipment of these products. Contractor shall provide and maintain material handling equipment to load/unload efficiently from/to the truck/transportation vehicles (no government furnished equipment will be provided). Contractor shall maintain an electronic database of all merchandise stored and cross reference this data with SKU information provided by the Government.

Information shall contain item description, stock number, case quantities on hand, packaging multiples, vendor information, quantity per pallet, and pallet count. Contractor shall provide and maintain an up-to-date web-based inventory management system that can be accessed by key VA personnel.

3.6.1 Receiving Procedures. Review accuracy of all assets delivered to warehouse are in accordance with approved invoice or associated Bill of Lading, including verification of asset counts.

3.6.1.1 Contractor shall verify shipments to identify if overages, duplicates, shortage, and/or damage inventory is received. Contractor shall complete a thorough and accurate examination to determine if merchandise and related documents are in order.

3.6.1.2 Contractor shall look at items in carrier's vehicle to determine if they were loaded properly.

Document any misloaded items, if applicable, on shipping documents, e.g., delivery tickets, freight bills, etc. When freight appears to be misloaded or damaged by the carrier, photographs should be taken as documentation regarding a potential claim against the carrier.

3.6.1.3 Contractor shall unload the inventory carefully and shall check for visible signs of damage and listen for any unusual "rattles. If evidence of damage exists, the contractor shall notify immediately to the COR and on-site Government personnel. In addition, the package needs to be re-inspected and an inventory performed by the carrier and contractor.

3.6.1.4 When a shortage, deficiency, or damage is discovered, a detailed description must be documented and written on the carrier's copy and the facility copy of the bill of lading, freight bill, or delivery ticket. Damaged inventory shall be segregated in an isolated location and withheld from issue to prevent further distribution.

3.6.1.5 If it is necessary to open the package or carton to obtain the packing slip from inside the package, the contractor shall open it carefully so fragile, loose, or small contents are not misplaced or damaged.

3.6.1.6 Receiving reports will be completed by on-site government personnel and not the contractor.

3.6.2 Inventory.

3.6.2.1 Contractor shall track all packages from receipt to delivery.

3.6.2.2 Contractor shall inspect and repackage, as necessary, items that seems to be damaged, broken, etc. Supplies should be packed in the types of containers or packages specified in the applicable Freight Classification Tariff.

3.6.2.3 Contractor shall initiate inventory within the contractor web-based inventory management system.

3.6.2.4 Stored items inspected and maintained in accordance with manufacturers standards.

3.6.2.5 Stored items are usable as intended when shipped to the ordering facility. Items will not become functionally inoperable while in Contractors’ custody.

3.6.3 Integration.

3.6.3.1 Contractor shall store assets and have the ability to retrieve stored assets within 24 hours upon notification.

3.6.3.2 Capture assets by pallet and rack location within the designated staging facility.

3.6.3.3 Contractor shall verify assets using inventories and inventory verification processes.

3.6.4 Shipping/Delivery.

3.6.4.1 Provide detailed inventory lists and enable supply transactions.

3.6.5 Inspection.

3.6.5.1 Regular Inspection and Maintenance: The Contractor shall regularly inspect and maintain stored VA items in accordance with manufacturers’ requirements.

3.6.6 Information Desk.

3.6.6.1 Acknowledge all information flowing in and out of the warehouse.

3.6.6.2 Track all inbound shipment notices, alert warehouse personnel, and track delivery status.

3.6.6.3 Collect delivery information for reporting purposes.

3.6.6.4 Maintain Access Control Log.

3.6.7 Cleanliness. The facility must be kept clean and uncluttered (i.e. no visible dust on products), cleaned at least once weekly to avoid contamination. Contractor is to manage pest control; the facility is to remain free of insects, rodents, and other vermin.

3.6.8 Hazardous Materials. The contractor may be required to manage hazardous materials such as, but not limited to, blood, batteries, oxygen, toxic, and/or flammable materials, etc. These materials shall be managed in accordance with the contractor’s Health & Safety Plan, Management Plan and TG-90-1.

3.6.9 Emergencies. During emergencies, the contractor may be tasked to support the VACHS.

Emergencies may include but is not limited to hurricanes, earthquakes, pandemics, etc. During such instances, VACHS may require the Contractor to operate other than normal business hours or to employ additional employees to support the medical center. The contractor shall respond in a fashion manner to Any changes to this contract due to emergencies, if any, will be negotiated on a case-by-case basis.

4.0 Performance Requirements Summary (PRS) Matrix

4.1 The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. The government expects the contractor to perform at a minimum, the identified acceptable levels throughout the life of the contract, and the contractor’s performance shall be given significant consideration when evaluating recommendations for future government contracts and or awards.

4.2 Method of Surveillance: 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). Surveillance methods may include: random, planned, 100% inspections, and/or customer complains.

P R S

Performance Objective Performance Standard

Acceptable Quality Level

Surveillance Method

Remedies

1 Management Plan PWS Paragraph 3.2 100% acceptable

As per PWS paragraph 4.2

Re-perform tasks within 2 working level days at no additional costs to the Government.

If reperformance is not possible documentation in the contractor’s CPARS Report

2 Customer Service Information Desk

PWS Paragraph 3.5 98% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government.

If reperformance is not possible documentation in the contractor’s CPARS Report

3 Risk Assets Management PWS Paragraph 3.6 98% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government.

If reperformance is not possible documentation in the contractor’s CPARS Report

4 Management of Hazardous Materials

PWS Paragraph 3.6.8 100% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government.

If reperformance is not possible documentation in the contractor’s CPARS Report

4.3 Quality Assurance. The Government will evaluate the Contractor’s performance under the contract, IAW the PRS Matrix. The Government retains the right to inspect and test all services called for by the contract. The Government will perform inspections and tests in a manner that will not unduly delay the work. If any of the services performed do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount.

4.4 Whenever the COR notifies the contractor of any deficiencies detected in the work performed, the contractor shall correct cited deficiencies within 2 days, or as otherwise authorized by the COR, after the notification in writing by the COR without affecting the regularly scheduled work.

4.5 Upon satisfactory completion by the Contractor and acceptance by the COR of the work completed by the contractor in accordance with this Performance Work Statement, payment will be approved. Failure to complete the work stated in this PWS may result in unfavorable Contractor Performance Assessment Reporting System (CPARS) ratings and/or deduction to be determined by the CO.

4.6 Quality Control. The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed IAW this PWS. The purpose of this program is to identify, prevent, and ensure non-recurrence of defective services. A Quality Control Plan shall be submitted within 10 calendar days after contract award. Any modifications to the program shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval.

5.0 Deliverables

Deliverable Frequency # of Copies Medium/Format Distribution

Certificate of Liability Within 10 days after contract award

1 PDF CO

Meeting Minutes As needed 1 Word CO/COR Safety Data Sheets In a timely manner 1 PDF COR

Damage Reports Within 24 hours of event

1 PDF CO/COR

Safety Plan

At the time of quote submission and 10 days after updates are made

1 PDF/Word CO/COR

COVID-19 Protocol

At the time of quote submission and 10 days after updates are made

1 PDF CO/COR

Quality Control Plan

At the time of quote submission and 10 days after updates are made

1 PDF/Word CO/COR

Daily Inbound/Outbound Delivery Report

Daily 1 PDF/Word COR

Weekly On-hand Status Report Every Friday by COB 1 PDF/Word COR Report of product inventory with expiration dates

Monthly 1 PDF/Word PDF/Word

COR

Stock rotation report Quarterly 1 PDF/Word COR Environmental Monitors Report-to include at a minimum temperature, humidity, pest control, cleaning

Quarterly 1 PDF/Word COR

Discrepancy/Damaged Goods Report

Daily 1 PDF/Word COR

Access Control Log Monthly 1 PDF/Word COR Office Space for VA Materiel Handlers -description/diagram

At the time of quote submission

1 PDF/Word COR

6.0 Related Documents

6.1 Definitions

CONTRACTING OFFICER (CO): A Contracting Officer is a government employee who has authority to enter into, administer, and or terminate contracts, as well as make related determinations and findings on behalf of the Government. (Note: The only individual who can legally bind the Government.)

CONTRACTING OFFICER’S REPRESENTATIVE (COR) - A representative from the requiring activity appointed by the CO to perform surveillance and to act as liaison to the contractor

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

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

DELIVERABLE: A tangible or intangible object produced as a result of the project that is intended to be delivered to a customer (either internal or external). Examples of a deliverable are a report, a document, a server upgrade, or any other building block of an overall project.

FISCAL YEAR: A period beginning in October 1 and ending September 30 of the consecutive calendar year. The fiscal year is designated by the calendar year in which it ends.

GOVERNMENT FURNISHED PROPERTY (GFP): All equipment, goods and land possessed by the government and subsequently delivered or otherwise made available to the Contractor.

INSPECTION. Examining and testing supplies or services (including, when appropriate, raw materials, components, and intermediates assemblies) to determine whether they conform to contract requirements

MATERIAL. Property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end-item. Material does not include equipment, special tooling, and special test equipment or real property.

MINOR DISCREPANCIES. Problems identified during maintenance checks that do not require significant time or significant materials to correct, such as loose wires or belts, hoses, clamps, coolant additives and other minor adjustments.

Hazardous Materials Training Certificate

At the time of quote submission and within 10 calendar days after renewal

1 PDF/Word COR

Management Plan

At the time of quote submission and 10 days after updates are made

1 PDF/Word COR

NON-PERSONAL SERVICES. The personnel rendering the services are not subject, either by the contract's terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. Non personal service contracts are authorized by the government in accordance with FAR 37.012, under general contracting authority, and do not require specific statutory authorization.

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA): Government agency part of the US Department of Labor with the primary responsibility for administrating the Occupational Safety and Health act of 1970. This act has the purpose of preservation of human resource.

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

PROPERTY. All tangible property, both real and personal.

QUALITY ASSURANCE (QA): A procedure or set of procedures taken by the Government to ensure that services acquired under government contracts conform to the contract’s quality and quality requirements.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): A plan specifying the surveillance methodology used by the COR for surveillance of the contractor’s performance.

QUALITY CONTROL (QC): Task performed by the contractor to ensure excellence of the organization’s output.

REPAIR. The correction of a malfunction or non-conformance that cannot be accomplished without significant time and/or material, as determined by the COR.

SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

6.2 Acronyms

CA Corrective Action CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations COB Close of Business COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation FFP Firm-Fixed Price FY Fiscal Year HAZMAT Hazardous Training IAW In Accordance With CO Contracting Officer NCO Network Contracting Office NLT No Later Than OSH Occupational Safety and Health OSHA Occupational Safety and Health Act PMP Pest Management Professional POC Point of Contact

PR Puerto Rico PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control TE Technical Exhibit VA Veterans Affairs VAAR VA Acquisition Regulation VACHS Veterans Affairs Caribbean Healthcare System VACO Veterans Affairs Central Office VHA Veterans Health Administration

6.3 Applicable Directives and Publications

The following laws, regulations, policies, and procedures in effect on date of contract issuance and all subsequent changes or updates apply:

29 CFR, Part 1910 Occupational Safety and Health Standards

40 CFR Part 302 Protection of Environment, Designation, Reportable

Quantities and Notification

EO 13834 Efficient Federal Operations

EO 13990 Protecting Public Health and the Environment and

Restoring Science to Tackle the Climate Crisis

EO 14042 Ensuring Adequate COVID Safety Protocols for Federal

Contractors

Federal Standard #313 Material Safety Data, Transportation Data, And Disposal

Data, For Hazardous Materials Furnished to Government Activities

FIPS PUB 201-2 Personal Identity Verification (PIV) of Federal Employees and Contractors

HSPD 12 Homeland Security Presidential Directive 12 Policy for a

Common Identification Standard for Federal Employees and Contractor

OMB M-05-24 Office of Management and Budget (OMB) Guidance

Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors

TG-90-1 Material Handlers Training Guide

VACO Directive 7710 Occupational Safety and Health

Technical Exhibit 1 Examples of Supplies, Devices, and/or Equipment to be stored

The following list of items provides examples of the types of medical devices and supplies that may need to be stored under this contract in the future. This list is not all inclusive.

Beds, Electric, ICU Capable Ventilators, Bedside/Intensive Care Ventilators, Transport Ventilators, Noninvasive Positive Pressure Infusion Controllers Infusion Pumps, Analgesic, Patient-Controlled Monitors, Physio, Bedside Defibrillators, Cardiac Electrocardiograph: EKG Hospital Stretchers Oxygen Concentrators Thermometers Portable Generator Portable HVAC Cots Air Cleaners Portable Toilet, Portable Sinks Flooring Traffic Signs PAPRs and PAPR Supplies (mask, hoses, and filters) IV Poles Caviwipes N95 Masks KN95 Masks Face Shields Disposable Gowns Reusable Gowns Lab Kits Virex Surgical Masks Gloves Bouffant Caps Shoe Covers Water Jugs ECG Electrodes Hand Sanitizer Urinal O2 Tubing Gowns Pajamas Socks

BP Cuffs Temp Probes Pulse Ox Cables Personal Care Items Peri-Care Wipes Feeding Tube Supplies Toilet Paper Hi Flow Nasal Cannula Art Line Supplies Humidifier and Connectors Ventilator Supplies Needles IV Supplies