DRAFT PWS - Temporary Parking - VAPHS 7-15-20.docx

Performance Work Statement (PWS): Temporary Parking

GENERAL INFORMATION

Requirement Description:

The VA Pittsburgh Healthcare System (VAPHS) is seeking a qualified contractor to provide all necessary resources required to provide parking.

Type of Contract:

The Government intends, but is not obligated, to award a single Firm-Fixed Price contract.

Period of Performance (POP):

The period of performance shall include a 12-month base period of performance.

TASK ORDER REQUIREMENTS

Scope:

The Contractor shall provide 200 parking spaces. Spaces are to be located within a 2-mile radius of the Medical Center. It is not a requirement that all spaces be co-located. Satellite parking facility to be equipped with site lighting meeting standards set by the Illuminating Engineering Society of North America (IESNA). Outdoor parking locations and pedestrian walkways to be kept free of snow and debris. Lot owner must exercise reasonable care in safeguarding all vehicles.

Parking is required and shall operate Monday through Friday between the hours of 5:00am and 5:30pm, excluding Federal Holidays.

Federal Holidays:

The Contractor shall not provide service on the following federal holidays:

· New Year’s Day

· Martin Luther King Jr. Birthday

· Presidents’ Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

Compliance, Permits, Certifications, & Insurance:

Through-out the duration of this service the contractor shall be in compliance with the Performance Work Statement and all applicable federal, state, and local laws. The contractor shall be responsible for determining the latest applicable editions of all relevant federal, state and local regulations.

The contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses, permits, and insurance to comply with any applicable federal and municipal laws, codes, and regulations in connection with the performance of this service.

The contractor shall furnish the Contracting Officer (CO) with their Certificate of Insurance, containing an endorsement to the effect that cancellation or any material change in the policies which adversely affect the interest of the Government, shall not be effective unless a thirty (30) day written notice of cancellation or change is furnished to the Contracting Officer’s Representative (COR). The term “will endeavor” is not acceptable as issued by an insurance carrier.

DELIVERABLES

Weather:

The contractor shall immediately notify the COR, if conditions exists (i.e. inclement weather) that may render the parking lot unsafe to operate. However, this act of notification does not, of itself, provide authorization to discontinue services. The contractor shall receive a response from the COR within one (1) hour of notification as to whether to discontinue service.

The contractor shall monitor the Office of Personnel Management’s (OPM) official website for government closures.

Future Delays:

If the contractor foresees they will not be able to provide service on a given day, they will provide advance (as soon as applicable) written explanation of why and provide it to the COR; this documentation must be signed by the contractor’s designated responsible POC. The COR, upon conference with the CO, will determine if service from another source is required. If this occurs, the COR will immediately notify the contractor, once a decision is rendered.

The Government will issue a Bill of Collections for any costs obtained, if service is required from another source. Failure to pay as charged, within the timeframe specified in the Bill of Collections, may result in deduction of costs from the next month’s invoice.

Invoices:

Payment to the Contractor. Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Schedule of Supplies/Services. All monthly invoices from the contractor will be electronically submitted to the following through the Tungsten Network within 30 days of the end of each month’s services:

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

The information page for the Financial Service Center of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

NOTE: Invoices for payment may be rejected if all information required by FAR Clause 52.212-4(g) is not included. Invoices without the required information will be returned.

Invoices must be approved by the Contracting Officer’s Representative prior to payment release. Invoices without the required information will be returned.

All invoices must include the assigned purchase order number and be submitted within 10 days following the month of service.

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor will identify and assign personnel to be the liaison for billing purposes.

The Department of Veterans Affairs Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR Part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor shall be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing.

Department of Labor Wage Determination Service Contract Act DOL Wage Determination No. 2015-4216 applies to the resultant Contract from this solicitation. FAR 52.222-43, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Multiple Year and Option Contracts) applies to the resultant Contract; therefore, the offeror shall not include in his proposed option year prices any allowance for any contingency to cover increased costs for which adjustment is provided under FAR 52.222-43.

Safeguards You Must Follow To Secure VA Sensitive Information:

• Secure any VA sensitive information found in unsecured public areas (parking lot, trash can, or vacated area) until information can be given to your supervisor or Privacy Officer. You must report such incidents to your Privacy Officer timely.

• Don’t take VA sensitive information off facilities grounds without VA permission unless the VA information is general public information, i.e., brochures/pamphlets.

• Don’t take pictures using a personal camera without the permission from the Medical Center Director.

• Any protected health information overheard or seen in VA should not be discussed or shared with anyone who does not have a need to know the information in the performance of their official job duties, this includes spouses, employers or colleagues.

• Do not share VA access cards, keys, or codes to enter the facility.

• Immediately report lost or stolen Personal Identity Verification (PIV) or Veteran Health Identification Cards (VHIC), VA keys or keypad lock codes to your supervisor or VA police.

• Do not use a VA computer using another VA employee’s access and password.

• Do not ask another VA employee to access your own protected health information. You must request this information in writing from the Release of Information section at your facility

What are the Six Privacy Laws and Statutes Governing VA?

1. Freedom of Information Act (FOIA) compels disclosure of reasonably described VA records or a reasonably segregated portion of the records to any person upon written request unless one or more of the nine exemptions apply.

2. Privacy Act of 1974 provides for the confidentiality of personal information about a living individual who is a United States citizen or an alien lawfully admitted to U.S. and whose information is retrieved by the individual’s name or other unique identifier, e.g. Social Security Number.

3. Health Insurance Portability and Accountability Act (HIPAA) provides for the improvement of the efficiency and effectiveness of health care systems by encouraging the development of health information systems through the establishment of standards and requirements for the electronic transmission, privacy, and security of certain health information.

4. 38 U.S.C. 5701 provides for the confidentiality of all VA patient and claimant information, with special protection for their names and home addresses.

5. 38 U.S.C. 7332 provides for the confidentiality of drug abuse, alcoholism and alcohol abuse, infection with the human immunodeficiency virus (HIV) and sickle cell anemia medical records and health information.

6. 38 U.S.C. 5705 provides for the confidentiality of designated medical-quality assurance documents.

What are the Privacy Rules Concerning Use and Disclosure?

You are not authorized to use or disclose protected health information. In general, VHA personnel may only use information for purposes of treatment, payment or healthcare operations when they have a need-to-know in the course of their official job duties. VHA may only disclose protected health information upon written request by the individual who is the subject of the information or as authorized by law.

How is Privacy Enforced?

There are both civil and criminal penalties, including monetary penalties that may be imposed if a privacy violation has taken place. Any willful negligent or intentional violation of an individual’s privacy by VA personnel, contract staff, volunteers, or others may result in such corrective action as deemed appropriate by VA including the potential loss of employment, contract, or volunteer status.

Know your VA/VHA Privacy Officer and Information Systems Security Officer. These are the individuals to whom you can report any potential violation of protected health information or VA sensitive information, or any other concerns regarding privacy of VA sensitive information.

YOU ARE RESPONSIBLE FOR PROTECTING THE CONFIDENTIAL INFORMATION OF OUR VETERANS

Employee Signature Print Name of Contract Agency, if contractor Print Name of VHA Department/Supervisor/Contracting Officer

PROVIDE A COPY OF THIS FORM TO YOUR SUPERVISOR/CONTRACTING OFFICER FOR DATA ENTRY INTO TALENT MANAGEMENT SYSTEM

QUALITY CONTROL PLAN (QCP):

The contractor shall establish and maintain a complete QCP to ensure successful service performance. The contractor’s QCP shall detail, but is not limited to: how the service will be maintained and managed; how and what corrective action will be taken, if and when it is needed; who is responsible for managing what aspects of the service; and vehicle and driver management. The contractor’s QCP, in addition to the Government’s Quality Assurance Surveillance Plan, will be used to monitor contractor performance.

When contractor performance does not meet the specifications and requirements of PWS, the COR will submit written documentation to the CO explaining how performance is considered to be unacceptable. This documentation will be provided to the CO within three (3) business days after each occurrence.

QUALITY ASSURANCE MEASURES

REQUIREMENT TERMINATION

The Government has the right to terminate (in whole or in part) this requirement at any time, in accordance with 52.212-4 Contract Terms and Conditions – Commercial items.

CONTRACT ADMINISTRATION

Changes:

Any changes to this PWS shall only be authorized in writing by the CO.

COR:

This requirement will designate a COR to assist the CO in monitoring all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of this PWS. Changes to the PWS shall be made only by the CO pursuant to a properly executed modification. The types of responsibilities within the purview of the COR’s authority will be detailed with the COR Delegation letter.

Kick-off Meeting:

The CO will coordinate and facilitate a kick-off meeting with the contractor within one week of contract award. The kick-off meeting may be held via conference call or face-to-face. The Government will provide the location and logistics of the meeting upon announcement of award.

Contractor Point-of-Contact (POC):

The contractor shall appoint an individual with the authority to resolve contractual issues related to this requirement. The contractor’s POC name, phone number, and email shall be submitted with the contractor’s quote. This individual shall be available during normal business hours, 8:00 am – 5:00 pm, Monday through Friday.

Contractor POC: _______________________________

Government POCs:

The following individuals will be the Government's points of contact during the performance of this contract:

Contracting Officer:

Contracting Officer’s Representative (COR):