Performance Work Statement - FCC Cache - 10-20-2026.docx

VHA Medical Cache Maintenance & Storage A. General Information

1. Title of Project:

VA Federal Coordination Center (FCC) Medical Cache Maintenance, Storage, Setup and Transportation/Eastern Colorado Health Care System (ECHCS) Emergency Cache.

2. Scope of Work:

The Contractor shall store and maintain all items listed in Attachment A – Denver Inventory Count Sheet (List subject to change) in the FCC medical cache needed for Emergency Response to the FCC Patient Reception Site (PRS). This includes, but is not limited to all items in the FCC medical caches are owned by the Department of Veterans Affairs, ECHCS. The FCC medical cache shall always be available for emergency response. The Contractor will provide storage of all FCC cache items and the staffing and transportation required for movement of FCC cache items to and from FCC PRS. The Contractor will also provide the staffing required for the FCC PRS area setup. Contractor personal expected to be onsite of all FCC Events through entire duration. Events are one day in length. Contractor may be asked to set up day before exercise to facilitate exercise time constraints.

3. Background:

ECHCS is the host Federal Agency for the National Disaster Medical System (NDMS). The NDMS is managed by the Department of Homeland Security (DHS) and may be activated during federally declared national and international emergencies to coordinate medical care of evacuees from the emergency area to an assigned area. As the designated FCC, ECHCS coordinates Federal Disaster Response Emergencies and Exercises for the region with local medical facilities for real-world mass casualty emergencies or exercises. In addition to the FCC Cache, ECHCS requires space to store non-FCC medical equipment that is not required to be maintained.

4. General Requirements:

a. Upon award to new contractor (if applicable):

i. Transfer and reconcile the complete Government-furnished inventory.

ii. New contractor shall be responsible for pickup and moving the cache to a new storage facility.

iii. Validate environmental, security, access, and property-accountability controls.

iv. Establish and test a new digital inventory-management system.

v. Train new contractor personnel on the cache configuration and medical equipment.

vi. Establish new emergency notification, transportation, setup, and reporting procedures.

vii. Conduct additional Government oversight to verify that the new operation is fully capable of meeting activation requirements.

viii. The contractor shall complete all transition activities within 30 days following the award of the new contract.

ix. PIV Not Required.

b. Storage Requirements:

i. At least a minimum storage space of 2,000 sq ft within a 25-mile radius of Denver International Airport.

ii. Climate-controlled environment maintaining temperatures between 64 - 78°F.

iii. Secure storage to prevent damage or theft, with either manned or unmanned monitoring. Alarm and controlled keyless entry preferred.

iv. Provide 24/7 access for govt. employees

c. Cache Maintenance:

i. Battery rotation and conditioning.

d. Delivery, Setup, Breakdown:

i. The contractor shall perform partial or complete setup, staging, and breakdown of FCC cache items at the Patient Reception Site (PRS), as specified prior to each FCC training, exercise, or real-world event.

ii. Delivery and complete setup/breakdown of PRS for FCC Events to desired location within ECHCS catchment area (44,000 sq miles).

iii. The contractor shall provide a minimum of (6) staff to support the ongoing FCC PRS FCC Events until its completion and notice of demobilization/breakdown.

iv. The contractor shall be responsible for breaking down the PRS and returning the cache to deployable condition.

v. Once the cache has been delivered to the PRS, contractor shall be able to set up the PRS in a 2 hour time limit. Then break the PRS down within 2 hours.

vi. Contractor shall track and issue GFE during Cache deployment.

e. Training and exercises:

i. The contractor shall at least once per year participate in a virtual or in person table top exercise.

ii. Contractor shall at least once per year participate in deploying the cache in whole or in part to support training events or functional exercises.

iii. Contractor shall participate in all FCC planning meetings, coordination events, and monthly readiness reporting.

f. Digital Inventory Management:

i. The contractor shall provide monthly inventory reports that show current stock. Contractor may also provide a website or program that can be accessed on a VA network.

g. Post-Activation Reporting:

i. Inform ECHCS of equipment required to be replaced after all FCC activations, training, and exercises.

h. Experience Requirement:

i. Minimum 2 years of experience in medical cache maintenance and deployment.

ii. Experience in Incident Command Structure.

iii. Show evidence of employee certification, e.g. ICS100, 200, 700, 800 or equivalent national certification.

i. Staff Training:

i. Contractor shall assist ECHCS Emergency Management in training staff on Government Furnished Equipment (GFE) and cache inventory use.

j. GFE Responsibility:

i. The contractor shall be responsible for any GFE provided for storage.

5. Hours of Coverage:

Normal Hours:

i. Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding federal holidays for non-activation and non-emergency administrative or maintenance needs.

Emergency Hours:

i. The contractor will be able to be contacted 24 hours a day, 7 days a week for a Real World Cache Activation Notice.

ii. The contractor shall maintain the cache such that it is deployable within 72 hours of an Activation Notice.

iii. The contractor shall be able to deploy the cache with necessary manpower within 72 hours of the Activation Notice regardless of time, day, weather, circumstances.

6. Reimbursement:

i. For real world activations, contractor will be reimbursed at a set hourly rate under contract line items 0006, 1006, 2006, 3006, and 4006.

7. FCC Events Legend:

Cache Delivery/Setup for Event

Definition of FCC Events:

Training: Trainings may be virtual, in person, or hybrid of both. Trainings are topics or parts of the FCC process that enhance capability and knowledge. Training may require partial deployment of the cache but will not require full cache deployment. Eg: Patient movement training requires stretchers, carts, and wheelchairs to be deployed. Eg: Power point presentation online educating a particular part of the FCC process that does not require full or partial cache deployment.

Exercise: Exercises will involve complete deployment of the cache with necessary personnel to support operations. This includes practice deployments referred to as a “Workshop” that precedes an exercise to provide training and facilitate a more efficient exercise. Eg: A workshop is set up 1 week prior to a full scale exercise. This means 2x complete deployment of the cache.

Real-World: A real world activation would be similar to an exercise but may be on the scale of several days, weeks, or months. This would require 100% deployment of the cache and needed personnel until a demobilization order is given.

QUALITY CONTROL:

Please note that the contractor’s performance will be evaluated in accordance with a Quality Assurance Surveillance Plan (QASP) developed by the VA. This plan includes performance metrics and methods of surveillance such as random inspections, customer feedback, service reporting, and direct observation. While the QASP itself is not included, contractors must be aware that adherence to the performance requirements is essential and will be closely monitored throughout the term of the contract.

Expectations:

· Transition Activities: Contractor must complete and reconcile all inventory, transfer tasks, setup, and procedure testing within 30 days of award, maintaining 100% compliance, with payment withholding for noncompliance.

· Storage Conditions: Contractor must maintain a 2,000 sq ft climate‑controlled, secure facility within 25 miles of DIA with 24/7 access, achieving 100% compliance, with deductions or cure notices for noncompliance.

· Cache Maintenance: Contractor must rotate and condition batteries per manufacturer schedules, maintaining 95% compliance, with monthly deductions for missed maintenance.

· Delivery, Setup, and Breakdown: Contractor must deliver, set up, or break down within 2 hours for exercises or real‑world events, ensure 6 staff are present, and track all GFE, achieving 95% compliance for timing/staffing and 100% compliance for GFE tracking, with deductions per missed standard.

· Training and Exercises: Contractor must participate in at least one annual exercise and one annual cache deployment and attend all required meetings, maintaining 100% compliance, with escalation for repeated absences.

· Digital Inventory Management: Contractor must submit monthly inventories and ensure web‑based system access (if required), maintaining 100% on-time, accurate, accessible submissions, with deductions for late or missing items.

· Post‑Activation Reporting: Contractor must report all GFE requiring replacement within 7 business days post‑activation, maintaining 100% compliance, with cure notices or deductions for delays.

· Experience Requirements: Contractor staff must meet certification and minimum experience requirements (ICS 100/200/700/800 and 2‑year minimum experience), maintaining 100% compliance at onboarding and annually, with removal of unqualified staff for noncompliance.

· Staff Training: Contractor must provide training on GFE use to ECHCS staff as scheduled, achieving 100% compliance, with deductions if training is not provided.

· GFE Accountability: Contractor must ensure zero loss or damage to GFE due to negligence, maintaining 0 incidents, with charges applied for any loss or damage.