Draft PWS Shuttle Transportation Services - for Sources-Sought Notice - 8 Feb 2022.pdf

PERFORMANCE WORK STATEMENT

SHUTTLE TRANSPORTATION SERVICE TO/FROM SAN JUAN MEDICAL CENTER, SAN

JUAN, PR

1.0 Introduction. This is a non-personal services contract to provide “Inter-Urban Shuttle Transportation Service in a 1.8 miles radius to/from San Juan VA Medical Center, San Juan, Puerto Rico”. 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, 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 San Juan VA Medical Center serves nearly 71,000 Veterans in Puerto Rico and the U.S. Virgin Islands.

1.3 Scope. The purpose of this contract is to provide Shuttle Transportation Services for VA beneficiaries and employees within the San Juan VA Medical Center. 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.

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 six

(6) months and four (4) one-year option periods. 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. The Contractor shall perform the services Monday through Friday as follows:

2.1.3.1 First Shift. From 6:00 AM to 9:00 AM, two (2) busses shall be assigned the route of San Francisco Train Station to Metropolitan Bus Parking Lot (AMA1), Centro Medico Train Station, and, to VA Main Entrance Gate #2

2.1.3.2 Second Shift. From 2:30 PM to 6:00 PM, one (1) bus shall be assigned the route of San Francisco Train Station, Metropolitan Bus Parking Lot (AMA1), Centro Medico Train Station and VACHS Main Gate #2 entrance.

2.1.3.3 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 and buses 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 Good Friday: Friday preceding Easter Sunday 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

2.2 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, deliverables, 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.

2.3 Contract Administration and Management

2.3.1 Performance/Progress Meetings will be held as necessary. There may be occasions when 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.

2.3.1.1 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.

2.3.1.2 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.

2.3.2 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.

2.3.2.1 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.

2.3.3 Key Personnel. The contractor shall provide a single point of contact to administer this contract. All key personnel shall have means of verbal and e-mail communication with the COR.

Key personnel and alternates must be able to communicate fluently in English both verbally and in writing.

2.3.4 Contractor Qualification. Each contractor’s vehicle that is above 10,000 lbs. and that accommodate 8 or more passengers shall have a registration number from the US Department of Transportation (USDOT), and a franchise issued by the Puerto Rico Transportation and Other Public Services Bureau.

2.3.5 Personnel Qualification:

2.3.5.1 Contractor personnel shall be trained and certified to provide the services requested under this PWS. Contractor must ensure that personnel are trained to operate vehicles and equipment safely; properly assist individuals with disabilities in a respectful, courteous way; and recognize that individuals with disabilities have different abilities and needs requiring different types of assistance.

2.3.5.2 Driver. Each assigned driver shall have a valid category 8 or above driving license issued by the Commonwealth of Puerto Rico. In addition, each driver shall have a commercial operator license issued by the Puerto Rico Transportation and Other Public Services Bureau.

2.3.5.3 Contractor personnel shall wear an appropriate and professional uniform. Appropriate and professional is defined as practical, clean, and neat at all times. Undergarment should not be visible through or show outside of outer clothing. Shoes should be closed-toe and allow employee to respond to any type emergency. It is the Contractor’s responsibility to foster confidence and trust in VA beneficiaries, visitors, and employees through professional behavior and appearance.

Contractor personnel performing contract services shall, at all times, meet the qualifications specified in this contract, as well as any qualifications required by Federal, State, and local government.

2.3.5.4 Within seven days after receipt of award notification, the Contractor shall provide evidence of required training, certifications, licenses, and any other qualifications required for this contract.

The initial documentation shall be provided to the COR prior to the commencement of performing any services under this contract.

2.3.5.5 During the period of performance, if the Contractor proposes to add-on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing, and any other qualifications to the Contracting Officer Representative. At no time shall the Contractor utilize add-on or replace personnel to perform contract services, whom do not meet the personnel qualifications of this contract.

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.

2.3.7 Contractor personnel and property shall be subject to search and seizure upon entering and leaving the confines of VACHS facilities. The Contractor shall be responsible for assuring that all personnel authorized to perform work under this contract obtain facilities’ access as required. Contractor access to the VA facilities will be exclusively for work in connection with this contract.

2.3.8 Contractor is responsible for the supervision of all their employees while on government property. It is the Contractor's responsibility to assure compliance with this PWS and requirements referenced in this contract. Provisions provided in the PWS are not intended to relieve the Contractor of this responsibility.

2.3.9 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.

The Contractor shall comply with VACHS smoking policy, which designates all space as non-smoking areas.

2.4 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.

2.5 Environmental Requirements.

2.5.1 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.

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

2.6 Physical Security. The Contractor shall protect existing buildings, facilities, utilities, and equipment during working period and will be responsible for any damages resulting from operation and/or execution of this contract.

2.7 Liability and Responsibility for Damaged Property.

2.7.1 Damage to Government Property. The contractor shall be held responsible for cleaning up all spillage and/or leakage at no additional cost to the government. The contractor shall be held liable for damage or destruction of Government property (e.g., buildings, vehicles, sidewalks, fences, etc.) 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.

2.7.2 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.

2.7.3 The Contractor shall maintain personal and automobile liability, and property damage insurance, as prescribed by the laws of the Commonwealth of Puerto Rico and in accordance with FAR 52.228-5 and VAAR 852.228-71. Evidence of coverage is required before commencing work under this contract (copy of Certificate of Liability), and it may not be changed or cancelled without thirty calendar days prior written notice to the COR. Workers’ compensation and employer’s liability coverage will conform to applicable State law requirements for the service defined, whereas general liability and automobile liability of comprehensive type shall, in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage and $500,000 per occurrences for general liability.

2.7.4 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.

2.8 Influenza vaccine.

2.8.1 “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.

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

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

2.9.1.1 Documentation requirements:

2.9.1.1.1 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.

2.9.1.1.2 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.

2.9.1.1.3 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.

2.9.1.1.4 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.

2.9.2 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.

2.9.2.1 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.

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

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

2.9.5 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 Addition and/or removal of services. VA reserves the right to add and/or remove related 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. The contractor shall provide transport for VA Beneficiaries and their escort, VA Employees, and service dogs. The proposed waiting time for passengers shall be approximately 15 to 20 minutes.

3.1 Routes.

3.1.1 First Shift (6:00 AM to 9:00 AM). Two (2) buses as follows:

3.1.1.1 One (1) bus to cover the route Tren Urbano San Francisco Station, Centro Medico Train Station, and San Juan VA Medical Center – Main Entrance Gate #2.

3.1.1.2 One (1) bus will cover VA Parking premises (AMA 1 Parking Area) to San Juan VA Medical Center – Main Entrance Gate #2.

3.1.2 Second Shift. From 2:30 PM to 6:00 PM, one (1) bus shall be assigned the route of San Francisco Train Station, Metropolitan Bus Parking Lot (AMA1), Centro Medico Train Station and VACHS Main Gate #2 entrance.

3.2 Contractor equipment, vehicles and inspection. The contractor shall maintain vehicles clean and in good repair, in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract. Each bus shall have a capacity to transport 20-24 passengers (cannot be larger due to street condition/entrance measurements).

Vehicles shall be operated in accordance with the laws, ordinances, and regulations of the Commonwealth of Puerto Rico. However, if a regulation of the Federal Motor Carrier Safety Administration imposes a higher standard of care than that law, ordinance or regulation, the Federal Motor Carrier Safety Administration regulation must be complied with. The contractor is responsible for enforcing that all drivers follows at all time all applicable laws and regulations. VA will not be responsible for any violation of state or local traffic laws.

3.2.1 All vehicles in use shall be checked at the beginning of each shift to assure that the following parts, equipment, and accessories are in safe operating condition and free of apparent damage that could cause failure while in use: brakes; emergency stopping system (brakes); tires;

horn; steering mechanism; coupling devices; seat belts; operating controls; and safety devices.

All defects shall be corrected before the vehicle is placed in service. These requirements also apply to equipment such as lights, reflectors, windshield wipers, fire extinguishers, etc., where such equipment is necessary and/or required by applicable laws and regulations.

3.2.1.1 To be considered serviceable, a vehicle must have addressed any issues identified during driver inspections. Deficiencies affecting safety are not acceptable regardless of vehicle age, mileage, use, or other characteristics.

3.2.1.2 The contractor shall have sufficient buses with the required equipment listed in this PWS for backup of regularly assigned vehicles to ensure performance of contract requirements in the event of scheduled maintenance, break downs and/or other equipment problems.

Replacement vehicles shall be available in VACHS within 45 minutes. Replacement vehicles shall comply with all the specifications listed in this PWS.

3.2.1.3 The VA reserves the right to inspect Contractor's equipment and vehicles or require documentation of compliance with contract specifications, and State laws, rules, regulations and guidelines governing transportation vehicles. VA inspections of Contractor equipment will not constitute a warranty that the Contractor's vehicles and equipment are properly maintained.

3.2.1.4 The VA reserves the right to restrict the Contractor's use of equipment and vehicles that are not in compliance with contract requirements. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract and without additional cost to the VA.

3.2.1.5 At no time will the Contractor leave vehicles on VA premises unless a pick-up or delivery is in process.

3.2.2 Capability for wheelchair. Vehicles need a boarding device (e.g. lift or ramp) so that a passenger who uses a wheelchair or mobility device can reach a securement location onboard.

Lifts must have a minimum design load of 600 pounds and lift platforms must accommodate a wheelchair measuring 30 inches by 48 inches. There must be sufficient turning and maneuvering space for wheelchairs. Handrails and stanchions (vertical rails) in the vehicle must be accessible.

3.2.3 Communication. Drivers shall have a good communication means to communicate with their supervisor and COR in case of any emergency, spill, etc.

3.2.4 Fire Extinguishers. All vehicles shall be equipped with safety equipment for use in an emergency, including a charged fire extinguisher, that is properly mounted near the driver's seat, with signs indicating the location of such equipment.

3.2.5 Good Illumination inside cabin. Stepwells and doorways of vehicles must be illuminated. Doors and steps need slip-resistant surfaces. All step edges, thresholds and the boarding edge of ramps or lift platforms shall have a band of color(s) running the full width of the step or edge which contrasts from the step tread and riser, or lift or ramp surface, either light-on-dark or dark-on-light.

3.2.6 Air conditioner. All vehicles shall have fully functional air conditioner. Vehicles

3.2.7 Working seatbelts. All vehicles shall have fully functional seatbelts and occupants shall always wear seat belts (when provided) while a vehicle is in operation.

3.3 Each vehicle shall contain sign(s) which indicate that seats in the front of the vehicle are priority seats for persons with disabilities, and that other passengers should make such seats available to those who wish to use them. At least one set of forward-facing seats shall be so designated.

3.4 Assistance to Passengers. Driver(s) shall assist passengers that need help to board the buses, and their equipment (e.g., walkers, canes, riding carts, baggage, crushes, and any equipment they may carry).

3.5 COVID-19 Protocol. The contractor shall submit for government approval within 10 days of contract award a protocol indicating how they will manage passengers during the COVID- 19 emergency and/or any other emergency/pandemic. Among the elements for the contractor to consider are the availability of hand sanitizer, alcohol wipes to sanitize the seats, seat belts, seating the passenger in a staggered manner, etc.

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 Waiting time shall be approximately 15 to 20 minutes

PWS Paragraph 3.0 98% acceptable level

As per PWS paragraph 4.2

CPARS Report

2 The contractor shall maintain vehicles clean and in good repair, in accordance with manufacturer's instructions and specifications, at all times during the performance of this contract.

PWS Paragraph 3.2 98% acceptable level

As per PWS paragraph 4.2

CPARS Report

3 Replacement Vehicle PWS Paragraph 3.2.1.2

99% acceptable level

As per PWS paragraph 4.2

CPARS Report

4 Vehicles shall have Capability for wheelchair, communication equipment, fire extinguishers, good illumination inside cabin, air conditioner, and working seatbelts

PWS Paragraph 3.2.2 through 3.2.7

98% acceptable level

As per PWS paragraph 4.2

CPARS Report

5 Assistance to Passengers PWS Paragraph 3.4 99% acceptable level

As per PWS paragraph 4.2

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 provide a corrective action plan within 5 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 maintain an effective Quality Control Program to ensure services are performed IAW this PWS. The purpose of this program is to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the program shall include the following:

a. The name(s) of the individual(s) who will perform the services described in contract.

b. A checklist used in the inspection and performance verification during corrective maintenance and preventive termite’s maintenance services. The checklist shall include every requirement included in the manufacturer’s manual(s), updates, notices and any other requirement from accrediting organizations or agencies, as well as every task required to be performed.

c. A schedule of the dates programmed for the service requested.

d. A system for identifying and correcting deficiencies in the quality of services before the level of performance becomes unacceptable and/or the COR identifies the deficiencies.

e. In addition to providing the documentation at the end of each service, the contractor is responsible to maintain the required documents of all the services conducted by the Contractor and the corrective actions taken. All documentation shall be made available to the Government during the term of the contract.

f. Approved work performance shall be defined as 100% of identified species infestations to be treated with an acceptance criteria (AC) of no less than 90% control rate achieved one-month post-treatment. If the AC is not met, it shall be the responsibility of the Contractor to re-treat areas until the control rate is achieved.

5.0 Deliverables

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

Deliverable Frequency # of

Copies Format Distribution

Certificate of Liability

Within 10 days after contract award and when the insurance policy is renovated

1 PDF CO

Meeting Minutes As needed 1 Word CO/COR

Damage Reports Within 24 hours of event

1 PDF CO/COR

USDOT Registration

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

1 PDF CO

Copy of Franchise issued by the Puerto Rico Transportation and Other Public Services Bureau.

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

1 PDF CO

Drivers’ License: category 8 or above driving license issued by the Commonwealth of Puerto Rico and commercial operator license issued by the Puerto Rico Transportation and Other Public Services Bureau.

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

1 PDF COR

COVID-19 Protocol

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

1 Word/PDF COR

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.

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 COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation FFP Firm-Fixed Price FY Fiscal Year 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 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 VA Veterans Affairs VAAR VA Acquisition Regulation VACHS Veterans Affairs Caribbean Healthcare System VACO Veterans Affairs Central Office VAMC VA Medical Center 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

29 CFR, Part 1926 Safety and Health Regulations for Construction

40 CFR Part 302 Protection of Environment, Designation, Reportable

Quantities and Notification

49 CFR Part 365 Rules Governing Applications for Operating Authority

49 CFR Part 368 Application for A Certificate of Registration to Operate in

Municipalities in The United States on The United States- Mexico International Border or Within The Commercial Zones of Such Municipalities.

49 CFR Part 392 Driving of Commercial Motor Vehicles

49 CFR Part 396 Inspection, Repair, and Maintenance

Regulation 7470 Regulation for the Commercial Transportation

Regulation 8963 Amendments to Regulation Number 7470 of March 4, 2008, as Amended, Better Known as Regulation for Commercial Transportation, From The Public Service Commission of Puerto Rico

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

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

VACO Directive 7710 Occupational Safety and Health