Performance Work Statement - Compasion Care Services - SAVAHCS.docx

RFI: 36C26225Q0731

Companion Care Services - SAVAHCS

PERFORMANCE WORK STATEMENT (PWS)

1. DEFINITIONS AND ACRONYMS:

1.1. DEFINITIONS:

1.1.1. 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.

1.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

1.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee appointed by the contracting officer to administer the contract. Can provide technical direction within the scope of the contract but cannot change contract terms or funding.

1.1.4. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

1.1.5. KEY PERSONNEL. The contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

1.1.6. QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

1.1.7. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of the contractor’s performance.

1.1.8. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

1.1.9. RESIDENCE. The address listed in SAVAHCS’ electronic medical record as either permanent or temporary. Address cannot be a business address or PO Box.

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

1.1.11. WORKDAY. The number of hours per day the contractor provides services in accordance with the contract.

1.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

1.2. ACRONYMS:

1.2.1. ACOR – Alternate Contracting Officer's Representative

1.2.2. AQL – Acceptable Quality Level

1.2.3. BLS – Basic Life Support

1.2.4. CFR – Code of Federal Regulations

1.2.5. CLIN – Contract Line-Item Number

1.2.6. CO – Contracting Officer

1.2.7. CONUS – Continental United States (excludes Alaska and Hawaii)

1.2.8. COR – Contracting Officer’s Representative

1.2.9. DVA – Department of Veteran Affairs

1.2.10. FAR – Federal Acquisition Regulation

1.2.11. GEMS – Green Environmental Management System

1.2.12. HHS – Health and Human Services

1.2.13. HIPAA – Health Insurance Portability and Accountability Act of 1996

1.2.14. OCI – Organizational Conflict of Interest

1.2.15. OCONUS – Outside Continental United States (includes Alaska and Hawaii)

1.2.16. ODC – Other Direct Costs

1.2.17. OIG – Office of Inspector General

1.2.18. POC – Point of Contact

1.2.19. PWS – Performance Work Statement

1.2.20. QA – Quality Assurance

1.2.21. QAP – Quality Assurance Program

1.2.22. QASP – Quality Assurance Surveillance Plan

1.2.23. QC – Quality Control

1.2.24. QCP – Quality Control Program

1.2.25. SAVAHCS – Southern Arizona VA Health Care System

1.2.26. VAMC – VA Medical Center

1.2.27. VHA – Veterans Health Administration

1.2.28. WD – Wage Determinations

2. GENERAL:

2.1. Description of Services: Contractor shall provide non-personal Companion Care Services to eligible beneficiaries authorized by the Southern Arizona VA Health Care System (SAVAHCS). Contractor shall provide all necessary personnel, equipment, transportation, and supplies associated with the full range of Companion Care Services within the terms, conditions, and provisions of this contract.

2.2. Background: The VA beneficiaries to be cared for under this contract, as referred by the SAVAHCS, shall receive the Companion Care Services after post procedure. Prior to the beneficiary release from the VA hospital, SAVAHCS will screen, verify, and refer the VA beneficiary to the contractor for companion care services. The VA providers will verify that the beneficiary no longer requires medical supervision but requires caregiver observation. The purpose of providing Companion Care Services is to:

2.2.1. Provide experienced caregivers to supervise non-medical, private duty home care assistance and transportation from medical facility post procedures.

2.2.2. Services include transportation, personal hygiene, bathing (if needed), medication reminder (no dispensing of medications), personal care, ambulation assistance, meal preparation, and overnight stay if needed as determined and approved by SAVAHCS Social Work Chief, Assistant Chief, or designee.

2.3. Place of Performance: The work to be performed under this contract shall be initiated at the Southern Arizona VA Healthcare System, address: 3601 S. 6th. Ave, Tucson, AZ and the beneficiary’s residence in any of the following counties: Cochise, Graham, Santa Cruz, Pinal, Pima and Yuma County.

2.4. Qualifications: Contractor and employees shall maintain the following criteria:

2.4.1. Contractor shall be licensed and bonded for all services they are providing, and;

2.4.2. Contractor shall maintain liability insurance coverage for all contracted services at a minimum of $1,000,000, and;

2.4.3. Contractor shall have and maintain for the life of the contract, background checks to include fingerprint card verification, and;

2.4.4. Caregiver skills training shall be provided and documented by contracted company or other documented training that would qualify the individual to provide caregiver services. (i.e., Direct Care Worker training, Certified Nursing Assistant, Home Health Aid (HHA) training, First Aid and CPR Certification, Arizona State Health Department Training, Online Caregiver Training Courses, Workshops and Seminars, professional Association, Vocational or Technical School Certificate) and;

2.4.5. Caregiver shall have a valid Arizona Driver’s license and meet state of Arizona Insurance requirements, and;

2.4.6. Caregiver shall have documented illegal drug screening tests (negative result) completed a maximum of one month prior to hiring, and;

2.4.7. Caregiver shall receive orientation covering Health Insurance Portability and Accountability Act (HIPAA), ethics, integrity, respect, and safety techniques (to include safe ambulation assistance protocols) provided and documented by contracted company before engaging in services to the Veteran.

2.5. Employment Eligibility:

2.5.1. Employee shall have valid non restricted Arizona Driver’s License.

2.5.2. Employee shall have documented drug screening test (negative result) within a maximum of one month prior to providing services.

2.5.3. Employee shall have completed contractor orientation and required training as reflected under required qualifications to include HIPAA, ethics, integrity, respect, mandatory companion service confidentiality and safety.

2.5.4. Employee shall have proof of current Basic Life Support (BLS) current certification from the American Heart Association.

2.5.5. Employee shall have the required immunization and testing:

2.5.5.1. Measles Vaccine, Mumps, and Rubella Vaccine (evidence of 2 doses or individual titers of each of these sub items).

2.5.5.2. Varicella Vaccination (2 doses) or positive Varicella Titer.

2.5.5.3. Current negative Tuberculin Skin Test (if test is previously positive, then must provide copy of negative chest X-Ray after the test).

2.5.6. Employee shall provide copy of valid, current fingerprint card from the state of Arizona (must be valid throughout the duration of companion care).

2.5.7. Employee shall have valid work permit for the United States and the State of Arizona.

2.5.8. I-9 Form, Employment Eligibility Verification Form and corresponding documentation to establish identity and employment eligibility.

2.5.9. HHS/OIG Requirements. To ensure that the contract staff performing under the resulting contract(s) have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services - Office of Inspector General (HHS/OIG), List of Excluded Individuals/Entities on the OIG Website (http://oig.hhs.gov/exclusions/index.asp) for each person providing services. Further, the contractor is required to certify in its offer that all persons listed in the contractor’s offer have been compared against the OIG list and are NOT listed. During the performance of the resulting contract, the contractor is prohibited from using any individual or business listed on the List of Excluded Individuals/Entities.

3. SPECIFIC TASKS:

3.1. Contractor shall provide a responsible adult who meets or exceeds the qualifications, the employment eligibilities, and who is trained to provide the services in accordance with this PWS, including but not limited to the following tasks:

3.1.1. Transportation services:

3.1.1.1. Pickup and Drop-off: The caregiver will provide transportation services to the beneficiary’s residence. They will arrive at the designated pickup location (SAVAHCS at 3601 S. 6th Ave, Tucson, AZ) within a 15-minute window of the scheduled time. Prior Authorization required by COR for this service.

3.1.1.2. Transport Locations: The caregiver will transport beneficiaries to their residences in Cochise, Graham, Santa Cruz, Pinal, Pima, and Yuma counties.

3.1.1.3. Vehicle Standards: Vehicles used must be clean, well-maintained, and equipped with necessary safety features. The caregiver must assist the beneficiary in and out of the vehicle.

3.1.2. Provide companion care services up within 24 hours post-surgery/procedure.

3.1.3. Companion Care Services includes:

3.1.3.1. Personal Hygiene:

3.1.3.1.1. Assistance with bathing: If needed, the caregiver will help the beneficiary with bathing, ensuring privacy and dignity are maintained.

3.1.3.1.2. Daily hygiene: Assistance with daily hygiene routines such as brushing teeth, combing hair, and other personal grooming tasks.

3.1.3.2. Medication reminder:

3.1.3.2.1. Medication Schedule: The caregiver will remind the beneficiary to take their medications as prescribed but will not be responsible for dispensing the medications.

3.1.3.2.2. Documentation: Caregivers should maintain a log of reminders provided to ensure compliance and track adherence to medication schedules.

3.1.3.3. Personal care:

3.1.3.3.1. Basic Needs: Helping with dressing, eating, and using the restroom. This includes assistance with putting on clothes, ensuring they are clean and presentable.

3.1.3.3.2. Mobility Assistance: Helping the beneficiary move around the house safely, including from bed to chair, using assistive devices if necessary.

3.1.3.4. Ambulation assistance:

3.1.3.4.1. Movement Support: Supporting the beneficiary in walking, using walkers, or other mobility aids. Ensuring the beneficiary can move safely within their home and outside if necessary.

3.1.3.4.2. Fall Prevention: Implementing strategies to prevent falls, such as clearing walkways of obstacles and providing physical support.

3.1.3.5. Meal preparation:

3.1.3.5.1. Nutritional Needs: Preparing meals according to the dietary needs and preferences of the beneficiary. This includes cooking and serving balanced meals.

3.1.3.5.2. Feeding Assistance: If necessary, helping the beneficiary with eating, ensuring they receive adequate nutrition and hydration.

3.1.3.6. Overnight stay:

3.1.3.6.1. Nighttime Supervision: If required, the caregiver will stay overnight to provide continuous supervision and assistance. This includes helping with nighttime bathroom trips and ensuring the beneficiary feels safe and secure.

3.1.3.7. Emergency Response:

3.1.3.7.1. 911 Calls: In case of any emergency, the caregiver must call 911 immediately and provide first aid or other necessary assistance until professional help arrives.

3.1.3.7.2. Incident Reporting: Any incidents or safety concerns must be reported to the authorizing VAMC and COR within 24 hours.

3.2. Contractor will respond to the non-urgent SAVAHCS Companion Care services request within 2 business days.

3.3. Contractor will provide list of scheduled Companion Care appointments for the following week each Friday or Thursday in case of a federal holiday to COR.

4. VA HOURS OF OPERATION/SCHEDULING:

4.1. Business Hours: The normal business hours for the VAMC are 8:00 AM to 05:00 PM Monday through Friday excluding federal holidays.

4.2. Work Schedule: Contractor shall be available Monday through Friday from 6:00 AM to 11:59 PM.

4.3. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

5. QUALITY CONTROL (QC):

5.1. Quality Control Program (QCP): Contractor shall develop and maintain an effective Quality QCP to ensure services are performed in accordance with this PWS. Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. Contractor’s QCP is the means by which it assures that work complies with the requirement of the contract. As a minimum, the contractor shall develop QC procedures addressing the areas identified in Technical Exhibit (see section 8: Performance Standard). Within 30 calendar days after contract award, contractor shall submit electronic copies (compatible with Microsoft Word or PDF) of a comprehensive written QCP to the Contracting Officer (CO) and Contracting Officer’s Representative (COR). Any necessary revisions must be submitted within 15 business days after receiving feedback. The Contractor shall respond within 5 business days. Contractor shall submit copies of revisions to the QCP to the CO and COR within five (5) business days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the CO’s acceptance in writing of any proposed revisions to the QC system.

5.2. Quality Assurance Surveillance: The government will periodically evaluate the contractor’s performance under this contract. Contractor shall provide the government unrestricted access to facilities and records required to evaluate contractor’s performance under this contract.

5.3. Post Award Conference/Periodic Progress Meetings: Contractor shall attend any post award conference convened by the contracting activity or contract administration office. The CO, COR, ACOR, and other government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the COR will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. All meetings described herein shall be at no additional cost to the government.

5.4. Contracting Officer Representative (COR): The COR monitors all technical aspects of the contract and assists in contract administration.

5.4.1. The COR is authorized to perform the following functions: monitor contractor’s performance of the technical requirements of the contract:

5.4.1.1. Perform inspections necessary in connection with contract performance.

5.4.1.2. Maintain written and oral communications with the contractor concerning technical aspects of the contract.

5.4.1.3. Issue written interpretations of technical requirements, including government specifications.

5.4.1.4. Monitor contractor's performance and notifies both the CO and contractor of any deficiencies.

5.4.1.5. The COR is not authorized to change any of the terms and conditions of this contract.

5.5. Standard of Conduct:

5.5.1. The government reserves the right to refuse acceptance of contract employee whose personal or professional conduct jeopardizes or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by patients or other staff members to designated government representatives.

5.5.2. Complaints concerning contract staff’s conduct with veteran beneficiary will be dealt with by the contractor and the COR. The CO is the final authority on validating complaints. In the event that contract staff are involved and named in a validated complaint, the government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the CO.

5.6. Transportation:

5.6.1. Transportation will be calculated utilizing a per mile charge from SAVAHCS located at 3601 S. 6th Ave., Tucson, AZ 85723 utilizing the most direct route to beneficiaries’ residence. Mileage will be based on the current U.S. General Services Administration (GSA) Privately Owned Vehicle (POV) Mileage Reimbursement Rate.

5.6.2. The contractor shall certify all vehicles used for the performance of this service are maintained in safe operating conditions during operations and shall be monitored for cleanliness and sanitizing.

5.6.3. The contractor shall be responsible and ensure that all items (i.e., medical instruments and personal items), except trash, found in the vehicle after transporting the beneficiary are turned-in to the COR daily (Monday - Friday). A note will accompany the articles returned identifying the area or origination/facility, and the type of item that was found.

5.6.4. The VA will may refer beneficiaries with motorized and electric wheelchair transportation services may be requested from the contractor.

5.7. Cancellation:

5.7.1. The VA reserves the right to remove any or all VA beneficiaries from the Companion Care Program at any time, when it is determined to be in the best interest of the VA or the beneficiary.

5.7.2. In the event that the VA cancels the scheduled companion care services without 24-hour notice, the contractor shall be guaranteed a minimum of four (4) hours of billable services.

5.7.3. Cancellation Notification: If the VA cancels the scheduled services, the contractor will be notified as soon as possible.

5.7.4. Minimum Billable Hours: The contractor is entitled to bill for a minimum of four (4) hours of service if, the VA does not cancel within 24 hours of service being provided.

5.7.5. Billing Procedure:

5.7.5.1. The contractor should submit an invoice for the four (4) hours of billable time, referencing the cancellation.

5.7.5.2. The invoice should include the original scheduled service time and the notification of cancellation.

5.7.6. Service Documentation: Contractors are required to maintain records of all scheduled services and any notifications of cancellation to support their billing.

5.8. Contingency Plan:

5.8.1. Because continuity of care is an essential part of VAMC’s medical services, the contractor shall have a contingency plan in place to be utilized if the contract personnel(s) leaves contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

5.8.2. The contractor shall be responsible to provide a contingency plan indicating how services will be continued, uninterrupted in the event of vehicle breakdowns, accidents, inclement weather, and/or staffing failures. This plan shall be provided upon proposal.

6. CONTRACTOR RESPONSIBILITIES:

6.1. Contractor shall designate one (1) employee who shall be responsible for the performance of the work under the resulting contract and orders. The liaison shall have full authority to act for the contractor on all matters relating to the daily performance of the contractor’s staff.

6.2. Contractor shall provide Companion Care services as in accordance with the PWS and as outlined below.

6.2.1. Contractor shall accept referral of and shall provide all services specified in this contract for any person determined eligible by the VA, regardless of the race, color, religion, sex or national origin of the person for whom such services are ordered. Contractor shall not use subcontracting as a means of circumventing this provision.

6.2.2. Contractor shall provide experienced caregivers to provide non-medical, private duty home care assistance and transportation from medical facility post procedure. Services to include transportation, personal hygiene, bathing (if needed) medication reminder (no dispensing of medications), personal care, ambulation assistance, meal preparation, and overnight stay if needed.

6.2.3. Contract employees providing companion care services shall have an active cell phone that has coverage for areas contracted to support. This phone must be capable of being used to call 911 in the event of an emergency.

6.2.4. Contractor shall report all patient safety incidents to the authorizing VAMC and COR within 24 hours of incident.

6.2.5. Contractor is responsible for vetting the identity documentations of their employees’ providing services to the VA beneficiaries.

6.2.6. Contractor shall ensure all employee providing services will maintain the veteran’s privacy in accordance with Health Insurance Portability and Accountability Act (HIPAA) and the Veteran's Health Care Eligibility Reform Act of 1996 and Privacy Act of 1974 (5 U.S.C. 552a).

6.2.7. Contractor shall ensure all employees providing services will have a company issued badge that identifies the name of the company and employee name when providing services.

6.3. Contractor shall be responsible to ensure the following Core Professional Competencies (non-Clinical)

6.3.1. Veteran Safety: Ensure the safety of the veteran at all times to include transportation and companion services in the residence.

6.3.2. Interpersonal Effectiveness: Provide compassionate care and non-medical support to the client.

6.3.3. Service: Provide safe and effective transportation, sitter support and companion care to the client.

6.3.4. Systems Thinking: Actively demonstrates the ability to understand the complexity the nonmedical needs of the client and provides companion support as needed.

6.3.5. Flexibility/Adaptability: Demonstrates ability to manage multiple task/priorities.

6.3.6. Technical: Demonstrates the skills necessary to perform assigned work. Evidenced by reported client incidence and proof of training/orientation to companion care.

6.3.7. General: Ensure compliance with mandatory training as reflected above in the “Qualifications” section 2.10.

6.3.8. HIPAA and Confidentiality understanding and annually signed confidentiality statement.

6.3.9. GEMS: Utilize sustainable practices to eliminate, minimize, or mitigate adverse environmental impacts. Contractor shall be a good steward of the environment by preventing pollution, minimizing waste, and continually improving environmental programs.

7. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

7.1. Contractor shall abide by the following regulations, publications, manuals, and local policies and procedures which are made part of this contract and are incorporated herein by reference.

7.1.1. Privacy Act of 1974 (5 U.S.C. 552a).

7.1.2. Health Insurance Portability and Accountability Act (HIPAA)

8. PERFORMANCE STANDARDS:

8.1. 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. Non-conformance to any of these standards may result in the following: termination of beneficiary services until the deficiency is corrected.

8.2. Performance Standards:

8.2.1. Measure: Service Fulfillment (24 - Hour Advance Notice) Performance Requirement: Contractor shall provide qualified staff member meeting all requirements providing transportation and non-medical companion care when requested 24 hours advance notice prior to service.

Standard: 98% Acceptable Quality Level: 98% Surveillance Method: COR will maintain a log to document and monitor compliance with this requirement.

Frequency: Ongoing; each instance of service delivery.

8.2.2. Measure: Service Fulfillment (< 24 – Hour Notice)

Performance Requirement: Contractor shall provide qualified staff member meeting all requirements providing transportation and non-medical companion care when requested < 24 hours’ notice prior to service.

Standard: 98% Acceptable Quality Level: 98% Surveillance Method: COR will maintain a log to document and monitor compliance with this requirement.

Frequency: Ongoing; each instance of service delivery.

8.2.3. Measure: Time Arrival

Performance Requirement: Contractor shall provide transportation services to the beneficiary’s residence, arriving within a 15-minute window of the scheduled time.

Standard: 95% Acceptable Quality Level: 95% Surveillance Method: Direct observation and validated user/customer complaints.

Frequency: Ongoing; each instance of service delivery (as observed).

8.2.4. Measure: Beneficiary Safety

Performance Requirement: Contractor shall ensure the safety and well-being of beneficiaries during the provision of all transportation and sitter/companion care services.

Standard: 100% Acceptable Quality Level: 100% Surveillance Method: Complaints provided to facility/COR and or reported safety incidents or accidents.

Frequency: Ongoing; each instance of service delivery (as reported).

8.2.5. Measure: Staff Qualifications

Performance Requirement: Contractor shall ensure that all staff provided under this contract meet the required qualifications.

Standard: 100% Acceptable Quality Level: 100% Surveillance Method: Review of staff records and certifications.

Frequency: Upon hiring and periodic reviews.

8.2.6. Measure: Documentation and Reporting

Performance Requirement: Contractors shall provide timely and accurate submission of all require documentations and reports in accordance with the contract requirement.

Standard: 100% Acceptable Quality Level: 100% Surveillance Method: Document reviews.

Frequency: Continuous review during submittals and periodic audits.

8.3. Registration with Contractor Performance Assessment Reporting System (CPARS)

8.3.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed the Simplified Acquisition Threshold and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Sea Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

8.3.2. Each Contractor whose contract award is estimated to exceed the Simplified Acquisition Threshold requires a CPARS evaluation. A government Focal Point will register your contract within thirty days after contract award and, at that time, you will receive an email message with a User ID (to be used when reviewing evaluations). Additional information regarding the evaluation process can be found at www.cpars.gov or if you have any questions, you may contact the Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690.

8.3.3. For contracts with a period of one (1) year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have sixty (60) days to submit any comments and re-assign the report to the CO.

8.3.4. Failure for the Contractor’s representative to respond to the evaluation within those sixty (60) days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond; the Contractor’s representative will be “locked out” of the evaluation and may no longer send comments.

Performance Standards Summary

Standard

Comment(s)

Ongoing; each instance of service delivery.

Ongoing; each instance of service delivery.

Ongoing; each instance of service delivery (as observed).

Ongoing; each instance of service delivery (as reported).

Upon hiring and periodic reviews.

Continuous review during submittals and periodic audits.

8.3.5. Labor Standards: As incorporated in FAR 22.10 contractors are required to comply with the Service Contract Act. The location of the wage determination tables for each location covered under the terms of the agreement can be found by going to https://sam.gov/content/wage-determinations for each county: Cochise, Graham, Pima, Pinal, Santa Cruz, and Yuma.

9. SPECIAL CONTRACT REQUIREMENTS:

9.1. Key Personnel: The following personnel designated as key personnel for the performance of this contract. The contractor shall ensure that the individuals proposed for these position(s) meet or exceed the minimum qualifications and maintain continuity throughout the period of performance.

9.2. Reports/Deliverables: The contractor shall be responsible for complying with all reporting requirements established by the contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

9.2.1. The following are brief descriptions of required documents that must be submitted by contractor: upon award; weekly; monthly; quarterly; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

COR

9.3. Billing:

9.3.1. Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the (5) workdays of the following month in which services were rendered. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

9.3.1.1. Name and Address of Contractor

9.3.1.2. Invoice Date and Invoice Number

9.3.1.3. Contract Number and Purchase/Task Order Number

9.3.1.4. Date of Service

9.3.1.5. Total price

9.3.2. Contractor shall include in the invoices and supporting documentation the following:

9.3.2.1. Date of Service

9.3.2.2. CLIN

9.3.2.3. Quantity

9.3.2.4. Unit

9.3.2.5. Unit Price

9.3.2.6. Total

9.3.2.7. Beneficiary last name, and first name initial

9.4. Vendor Electronic Invoice Submission Methods:

Invoices will be electronically submitted to the Tungsten website at https://www.tungstenautomation.com/. Tungsten direct vendor support number is 877-489-6135 for VA contracts. The VA-FSC pays all associated transaction fees for VA orders. During Implementation (technical set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment. In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides. All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required. Clarification of additional requirements should be confirmed with your Certifying Official (your CO or buyer). The VA-FSC requires specific information in compliance with the Prompt Pay Act and Business Requirements. For additional information, please contact:

Tungsten Support Phone: 1-877-489-6135 Website: https://www.tungstenautomation.com/ Department of Veterans Affairs Financial Service Center Phone: 1-877-353-9791 Email: vafsccshd@va.gov

9.5. Payments in full/no billing VA beneficiaries: The contractor shall accept payment for services rendered under this contract as payment in full. VA beneficiaries shall not under any circumstances be charged nor their insurance companies charged for services rendered by the contractor, even if VA does not pay for those services. This provision shall survive the termination or ending of the contract.

9.5.1. To the extent that the beneficiary desires services which are not a VA benefit or covered under the terms of this contract, the Contractor must notify the Veteran that there will be a charge for such service and that the VA will not be responsible for payment.

9.5.2. The Contractor shall not bill, charge, collect a deposit from, seek compensation, remuneration, or reimbursement from, or have any recourse against, any person or entity other than VA for services provided pursuant to this contract. It shall be considered fraudulent for the Contractor to bill other third-party insurance sources (including Medicare) for services rendered to Veteran enrollees under this contract.

(End of Performance Work Statement)