P09 Statement of Work Uniform and Mats.docx

STATEMENT OF WORK

OKLAHOMA CITY VA HEALTH CARE SYSTEM

EMPLOYEE UNIFORM AND FLOOR MAT SERVICES CONTRACT

A: General Information

1. Introduction: The Oklahoma City VA Health Care System has a requirement for uniform services to include cleaning and repair of all uniforms provided by the vendor. There is a secondary requirement for floor mats and runners.

2. Scope: – Engineering Uniforms I. Engineering Services will require 7 tops(shirts) and 7 bottoms (pants) per employee in accordance with the service requirements.

II. Contractor will be responsible for laundering soiled uniforms that are picked up each week in accordance with manufacturer specifications to maintain the integrity of the Fire retardant/ARC resistant uniforms.

III. Electrician uniforms will meet the following minimum requirements and in accordance with Standard Uniform rental Service Agreement. Shirts will have a minimum protection of ARC Thermal Performance Rating ATPV 9.5 and ARC 2. Pants will have minimum protection of ATPV 15.2 or 23.8 and ARC 2.

IV. Contractor will inspect each garment that is turned in for laundry and provide repairs and / or replacement garments as deemed necessary.

V. Contractor will provide secured separate bins, one for soiled uniforms and one for clean uniform storage.

VI. All uniform pickup points are to be positioned at locations on the Department of Veterans Affairs.

VII. The Contractor shall perform to the standards in the contract as well as all local state, and federal regulations.

VIII. All work is to be performed during normal business hours of the Oklahoma City VAMC, which is from 7:00 a.m. to 3:30 p.m. central standard time. Report to the linen supervisor’s office.

IX. Service will be provided on a designated day of each week excluding Federal Holidays

3. Scope: – Floor mat and runner services I. Contractor shall guarantee delivery of the highest quality textile service floor mats and runners.

II. Each mat/runner shall be laundered and returned the following service day to replace the current mat/runner in use. Each mat shall be exchanged for the same size, color, and/or logo mat/runner currently being used at each location.

III. All mats/runners shall be exchanged whether they appear soiled or not. All services provided shall be in accordance with the Statement of Work and List of Locations.

IV. Floor mats will be an ADA-Compliant Design and shall meet the Federal Flammability Standards, U.S. Department of Commerce (DOC) V. This is a requirement type contract. All quantities are the Governments Best Estimate of what will be needed each year. There is no contract guarantee or minimum for the contract.

VI. Place of Performance:

Oklahoma City VA Medical Center 921 NE 13th Street, Suite 137 Oklahoma City, OK 73104

B: Work Hours:

I. Normal Work Hours: Monday through Friday, 7am-3:30pm. Any work to be completed outside these hours will need to be coordinated between the vendor and the Contract Officer Representative (COR).

II. National Holidays: The eleven holidays observed by the Federal Government are: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

C: Specifications – Engineering Uniforms:

i. The contractor shall provide all necessary labor, equipment, and transportation and uniforms for the Engineering Services at Oklahoma City VA Medical Center. The Engineering Service has approximately ninety-three employees of which sixteen will require Fire Rated uniforms.

ii. All uniform pickup points are to be positioned at locations within the Oklahoma City VA Medical Center

iii. Uniform Services will be provided on a designated day of each week to exclude Federal Holidays.

iv. Uniform shirts will have the VA Logo above the left breast pocket. The words “VA Oklahoma City” will be above the logo and the words “Engineering Services” on the bottom of the logo.

D: Specifications – Floor Mats and Runners

i. The contractor shall provide all necessary labor, equipment, and transportation and floor mats/runners for Environmental Services at the Oklahoma City VA Medical Center. The following areas require mats, runners and/or both:

a. Southwest Entrance, Basement: 2 Mats (One Scraper/One Walk off)

b. Emergency Room Entrance: 2 Mats (One Scraper/One Walk off)

c. Ground Floor, North Entrance: 2 Mats (One Scraper/One Walk off)

d. Ground Floor, Southeast Entrance: 2 Mats (One Scraper/One Walk off)

e. First Floor Entrance-East: 2 Mats (One Scraper/One Walk off)

ii. The floor mats will be 4x6 feet and black in color. A scraper mat will be placed in the area immediately inside the building. A walk off mat will be placed on the other side of the doorway, after the scraper mat.

iii. All floor mats will have the Oklahoma City VA Logo.

E: Quality Control. The successful Contractor shall develop and maintain a quality program to ensure scrap and pallet services are performed in accordance with commonly accepted commercial practice. The successful Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

F: Quality Assurance. The COR will periodically evaluate the Contract’s performance to ensure that the contracted services are received. The COR will periodically, or representative will evaluate performance through intermittent on-site inspections of the Contractor’s quality control program and receipt of complaints from OKCVAMC personnel. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the amount of quality control inspections if performance indicates. The Government will also receive and investigate complaints from various customers at the OKCVAHCS. The Contractor shall be responsible for initially validating customer complaints. However, the COR shall make the final determination as to the validity of customer complaint(s) in cases of disagreement with customer(s).

G: Conformance Standards. Contract services shall ensure that all work is performed in accordance with Joint Commission, DNR, EPA, DOT, OSHA, and governing federal, local, and state regulations and guidelines. Copies of the Contractor’s state, local and federal permits and licenses MUST be provided with the signed quote.

H: Payment. Invoices will be paid in arrears monthly. Invoices must include the Contract Number, Purchase order Number and month of service after approval by the COR. In addition, all invoices will include the monthly price for services.

I: Reporting Required Services Beyond the Contract Scope The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any instances which the Contractor believe he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost for consideration of additional services under this agreement.

J: Insurance:

Workers’ compensation and employer’s liability. Contractors are required to comply with applicable Federal and State Compensation Worker Compensation and occupational disease status.

1. General Liability. Contractors are required to have Bodily Injury Liability Insurance coverage written on the comprehensive form of policy of at least $500,000.00 per occurrence.

2. Property Damage Liability. Contractors are required to have Property Damage Liability Insurance coverage of at least $500,000. 00.

K: Pre-Work Orientation: In accordance with Joint Commission, the Contractor will attend pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting and it will include discussion of the following topics:

1. Fire and Safety.

2. Infection Prevention.

3. Disaster procedures.

4. Transportation routes and general information on the project.

5. Other topics deemed necessary.

The contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above.

L: Reconstitution. All general scrap, scrap metal and pallets shall be completely removed in accordance with conformance standards. Areas damaged by Contractor vehicles shall be repaired to meet the appearance of the surrounding area to the satisfaction of the COR as no additional cost to the Government.

M: Special Contract Requirements:

1. Vehicle Specifications. Each vehicle used in the performance of this contract shall meet the specifications required by the State of Oklahoma, as well as the city /or counties where services are performed.

2. Permits and Licenses. Prior to performance of any services under this contract, the Contractor shall provide a copy of all permits required in the normal operation of its business to the Contracting Officer.

N: Security Requirements: A VA Police background check may be a requirement, at the Government’s option, for all Contractors’ and any Subcontractors’ employee(s) providing services to the Government. This shall allow the Contractor to access areas within the Medical Center such as offices, clinics, patient room, and other restricted areas. No employee shall be permitted to perform work or access non-public areas unescorted without a background check and written clearance by VA Police. If required by the COR, the Contractor will be requested to provide the following information:

Name (full, including previous names) of any employee who will be performing work under this agreement.

1. Social Security Number

2. Date of Birth

3. Place of Birth O: Contractor Personnel. Contractor personnel must wear a common uniform or identification with the Contractors name printed in neat and professional manner to be easily visible and readable.

Quality Assurance Surveillance Plan (QASP) Engineering Uniform and Floor Mat Contract

Introduction This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (SOW). This plan sets forth the procedures and guidelines the VA will use in ensuring the required performance standards or service levels are achieved by the contractor.

Purpose The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and the resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the SOW and the contractor's quality control plan (QCP), and to ensure that the government pays only for the level of services received.

This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor's performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.

Performance Management Approach The SOW structures the acquisition around "what" service or quality level is required, as opposed to "how" the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by VA to monitor and manage the contractor's performance to ensure the expected outcomes or performance objectives communicated in the SOW are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.

Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed if the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A "results" focus provides the contractor flexibility to continuously improve and innovate over the course of the contract if the critical outcomes expected are being achieved and/or the desired performance levels are being met.

Performance Management Strategy The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor's own quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or by subcontractors. The contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor's QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the SOW. This QASP enables the government to take advantage of the contractor's QC program.

The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determination regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.

Roles and Responsibilities:

The integrated project team (IPT) consists of the Contracting Officer (CO) and the Contracting Officer's Representative (COR).

The Contracting Officer The Contracting Officer (CO) is responsible for monitoring contract compliance, contract administration, and cost control and for resolving any differences between the observations documented by the Contracting Officer's Representative (COR) and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor's performance and must be identified and designated by the CO.

The Contracting Officer's Representative The Contracting Officer's Representative (COR) is designated in writing by the CO to act as his or her authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor's performance. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the government's behalf. Any changes that the contractor deems may affect contract price, terms, or conditions shall be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractors’ work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.

Identification of Required Performance Standards/Quality Levels The required performance standards and/or quality levels are included in the SOW and "Performance Requirements Summary.”

Incentives or Disincentives in Relation to Standards and Quality Levels Contractor performance on this contract, be it less than, greater than, or equal to satisfactory performance on this contract, will be subject to the Incentives/Disincentives identified in the Performance Requirements Summary. The results will also be documented by the COR and CO, for use as past performance indicators to support any interest or bids the contractor makes in future government requirements and solicitations. Failure to meet the required service or performance level will result in a delinquency notice to the contractor.

Methodologies to Monitor Performance:

Surveillance Techniques To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

· Random monitoring - which shall be performed by the COR/COR designated inspector.

· 100% Inspection - Each month, the COR, shall review the generated documentation and enter summary results into the Surveillance Activity Checklist.

· Periodic Inspection - COR typically performs the periodic inspection which should align with the frequency of required services per the SOW, such as weekly or monthly, depending on the required task.

· Customer Feedback The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

· Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the CO and COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint must be signed, and must be forwarded to the COR.

· Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment I, Performance Requirements Summary, for contractor performance are structured to allow the contractor to manage how the work is performed while providing disincentives for performance shortfalls. For certain critical activities such as those involving maintaining safety during operations, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at the VA Medical Center in this SOW.

Quality Assurance Documentation:

The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes.

Performance standards are expressed in the SOW and are assessed using the performance monitoring techniques shown in Attachment I.

Analysis of Quality Assurance Assessment:

Determining Performance Government shall use the monitoring methods cited to determine whether the performance standards/service levels/ AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels. Failure to meet the AQL may result in disincentives, as shown in Attachment 1 of this document.

Reporting The COR will prepare a written report for the CO summarizing the overall results of the quality assurance surveillance of the contractor's performance as needed. This written report, which includes the contractor s submitted monthly report and the completed quality assurance monitoring forms will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

Reviews and Resolution The COR may require the contractor's project manager, or a designated alternate, to meet with the CO and other government IPT personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor's request. The agenda of the reviews may include:

· Monthly performance assessment data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis.

· Recommendations for improved efficiency and/or effectiveness The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the PCO/ACO.

PERFORMANCE REQUIREMENTS SUMMARY MATRIX:

Task

ID

Indicator

Standard

Surveillance

Incentive

Contractor to perform providing Engineering Uniforms and Floor Mats to the Oklahoma City VA Medical Center per the Statement of Work (SOW) I

Contractor performs all required services as per Industry Standard and the SOW.

As per Industry Standard and the SOW Minimum acceptable quality level is 95% completion of requirement.

Desired quality level is 100% completion of requirement

Observation and random inspection

Positive past performance & CPARS report