PWS Consolidated Warehouse Services DRAFT.pdf

Central Texas Veterans Healthcare System Consolidated Warehouse Services

Revision: 9/4/2022

WAREHOUSE SERVICES FOR CENTRAL TEXAS VETERANS’ HEALTH CARE SYSTEM

(CTVHCS)

1.0 Introduction. This is a non-personal services contract to provide warehouse services for the Central Texas Veterans Health Care System (CTVHCS). 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, tools, materials, supervision, and other items and non-personal services necessary to perform the required service at CTVHCS 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. Supply Chain Management Service (SCMS) provides all Warehousing, Mailroom, Lifecycle Management, Medical Supply Distribution, Purchasing, and Contract Administration services for the Central Texas area composed of three (3) main facilities in Temple, Waco, and Austin, TX and ten (10) Community Care Outpatient Clinics (CBOCs).

1.2 Background. CTVHCS requires warehousing support services to supplement existing capacity. See minimum requirement:

• Usable floor space with a yield of a minimum of 32,500 SF to a maximum of 38,000 usable SF

• The space shall be accessible by (4) loading docks with ramps and (1) garage door access.

• The space shall have at least (2) restrooms.

• The space shall be located within a radius of 20 miles of 1901 South 1st Street Temple, TX 76504.

• Storage area will need to be temperature controlled to maintain a temperature between

70 - 85 ℉.

1.3 Scope. The 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. The contractor is to provide the CTVHCS with all warehousing services necessary and ensure continuity of access to, and delivery of all VA procurements. The Contractor shall safeguard all government property that may be housed in the contractor’s warehouse. The contractor shall provide warehouse services for CTVHCS and include workstations for up to twelve (12) VA Staff members responsible for receipt, inventory, and bar-coding equipment.

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.

2.1.1 Period of Performance. The period of performance for this effort will be a base year of 12 months and four (4) option periods of twelve (12) months each. Each option will be exercised at the government’s discretion.

2.1.2 Location and Hours of Work. Tasks under this PWS shall be performed at the identified warehouse. The Contractor shall perform the services during the core hours of operation from

6:00 AM to 4:30 PM Monday through Friday. The exceptions are Federal Holidays 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 for the uninterrupted performance of all tasks defined within this PWS when the government facility is not closed for the above reasons.

2.1.3 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 Presidents Day: 3rd Monday in February

Memorial Day: Last Monday in May Juneteenth: 19 June Independence Day: 4 July

Labor Day: 1st Monday in September Columbus Day: 2nd Monday in October

Veterans Day: 11 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, submittals, 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. Within the bounds of acquisition policy, CTVHCS intends to work to find solutions that will be beneficial to both the Government and its Contractors.

2.3 Contract Administration and Management

2.3.1 Post Award Conference/Performance Evaluation Meetings. Post Award Conference / Performance Evaluation Meetings. The Contractor may be required to attend a post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation (FAR) Subpart 42.5. This meeting may be conducted virtually. Written minutes of such meetings will be recorded by the Contractor and signed by the Program Manager and the CO and/or COR and distributed within five (5) workdays after the meeting.

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

2.3.2 Contract Administration. Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the government and the contractor.

2.3.2.1 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 with 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. 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.

2.3.2.2 Contracting Officer's Representative (COR). In accordance with Veteran Affairs Acquisition Regulation (VAAR) Clause 852.201-70, Contracting Officer’s Representative, the CO reserves 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.

2.3.3 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.

2.3.3.1 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. They must also ensure that all correspondence (documents, emails etc.)

or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.3.4 Key Personnel. The Contractor shall appoint an Onsite Supervisor who will be the single point of contact between the Contractor and the Government. The Onsite Supervisor shall be responsible for ensuring that the deliverables set forth in this document are delivered on schedule and that they meet the requirements of the PWS. Onsite Supervisor shall provide all required reports and deliverables listed in Section 5 of this PWS. The onsite supervisor or designee shall be available at all times when contract work is in progress to receive notices, reports or requests from the Contracting Officers Representative (COR).

2.3.5 Personnel Qualification:

2.3.5.1 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 or task with a minimum of under/over employment of resources. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.3.5.2 The contractor personnel must possess the required Occupational Safety and Health

Administration (OSHA) training and certifications to provide the services requested in this PWS.

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 CTVHCS facilities.

2.4 Health and Safety. The contractor and its subcontractors, if any, shall comply with Public Law 91-596, Occupational Safety and Health Act (OSHA). In addition, the contractor shall comply with 29 CFR 1910, Occupational Safety and Health Standards, 29 CFR 1926, Safety and Health Regulations for Construction, and all other applicable federal, state, and local requirements for protecting the safety of the contractor's employees, building occupants and the environment. All applicable standards of the OSHA shall be followed when working in accordance with this project.

2.4.1 Occupants Safety. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building. No process or materials shall be employed in such a manner that they will introduce additional hazards into occupied space. In addition, shall have in place and be responsible of enforcing it, a safety program/procedure, which shall be followed by their employees in the performance of their duties.

2.4.2 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 to protect the lives and health of occupants of the building. The Contractor shall comply with CTVHCS smoking policy, which designates all space as non-smoking areas.

2.4.3 Health and Safety Plan. The Contractor shall develop a program for the health and safety of personnel and the prevention of loss and damage of Government equipment and materials. Each Contractor employee (material handler) shall be trained, tested, and certified in correct methods of receiving, storing, and/or transportation of hazardous materials as outlined in

49 CFR 172, and 177, and 29 CFR 1910.1200. Contractor shall refer to TG-90-1 Chapter 4, Safety for further information and/or details. A copy of this plan shall be provided to the COR within 10 days after contract award.

2.4.3.1 The Contractor is responsible to identify, provide and maintain all personal protective equipment (PPE) required to perform the duties outlined in the contract. Training on required safety programs and the proper use of PPE's shall be provided, and documentation maintained by the contractor.

2.5 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.

2.6 Environmental Requirements.

2.6.1 Executive Orders (EOs) 13990, Protecting Public Health and the Environment and

Restoring Science to Tackle the Climate Crisis and 14057, Catalyzing Clean Energy Industries and Jobs Through Federal Sustainability 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 14057 can be found at https://www.federalregister.gov/documents/2021/12/13/2021-27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability.

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

2.7 Physical Security. Contractor shall maintain physical security of the warehouse facilities housing the activities performed under this contract. The contractor will ensure that security procedures are defined and enforced.

2.7.1 Contractor shall provide full access for government personnel for warehouse inspection during normal business hours (6:00AM - 4:30PM, Monday - Friday). In addition, access via individual keyed entry to the supply/products shall be available 24/7.

2.7.2 Access Control Log. Contractor shall maintain an access control log. All individuals

(contractor personnel and/or government employee(s)) are to sign-in/sign-out when accessing space where government supplies or equipment are stored. A copy of the log shall be provided to the COR monthly or as requested.

2.7.3 Safety and Fire Alarms. Contractor's facility shall meet all industry standards for fire alarms and suppression systems for the commodities being warehoused. Facility shall also have (unarmed) individual 24/7 monitored alarm access and shall comply in accordance with the Code of Federal Regulations (CFR) Title 21, to maintain inventory in controlled warehouse storage.

2.7.4 Possession of weapons shall be prohibited.

2.8 Liability and Responsibility for Damaged Property.

2.8.1 Warehouse Operators Legal Liability Insurance. The contractor shall provide and maintain at all times a Warehouse Operators Legal Liability Insurance in order to safeguard the government against inventory physical loss or damage. The WOLLI policy shall be of no less than $5,000,000. In the event of any adverse circumstance, the contractor will be responsible for the total value (based on government’s acquisition cost) of the inventory that’s stored at the contractor’s warehouse. Adverse circumstances, may include, but is not limited to, inventory loss/damage due to fire, flooding, hail, windstorm, careless handling or storage, defective climate control, insufficient facility maintenance, etc. In the event that the contractor’s insurance https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis https://www.federalregister.gov/documents/2021/01/25/2021-01765/protecting-public-health-and-the-environment-and-restoring-science-to-tackle-the-climate-crisis https://www.federalregister.gov/documents/2021/12/13/2021-27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability https://www.federalregister.gov/documents/2021/12/13/2021-27114/catalyzing-clean-energy-industries-and-jobs-through-federal-sustainability provider does not cover the entire value of an inventory physical loss or damage, the contractor will be legally liable to cover such cost (based on government’s acquisition cost).

2.8.2 Damage to Government Property. The contractor shall be held liable for damage or destruction of Government property 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.

2.8.3 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. Contractor shall purchase and maintain at all times a general third-party liability insurance policy of not less than $500,000 per event coverage (See FAR Clause 52.228-5).

2.8.4 Damage Reports. The contractor shall submit a damage report 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.

2.9 Addition and/or removal of services. VA reserves the right to add and/or remove 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.

3.1 The warehouse facility shall be located at/or within 15 radius miles of 1901 Veterans

Memorial Drive, Temple, TX 76504. The warehouse shall have capabilities to receive, store and ship based upon a 2500 pallet count. The warehouse may receive an average of 50 shipments per day from approximately 1500 to 2000 LINs daily. Contractor shall be able and capable to receive and process an average of 250 pallets on weekly basis. There may be a variance on the number of weekly pallets by +/- 10%

3.2 Management Plan. The Contractor's General Management Plan, as presented in its quote, will be incorporated as part of the contract award and implemented upon award; nonetheless, the government reserves the right to request adjustment/modifications to it.

3.2.1 At a minimum, the Management Plan shall address the following:

a. Set goals for your warehouse by defining the functions to implement the objectives of this PWS.

b. Describe the process for meeting the objectives of this PWS.

c. Identify the equipment necessary for meeting the objectives of this PWS.

d. Evaluate the space requirements to comply with the objectives of this PWS.

e. Estimate and describe additional support needs, such as staffing, investments, software, maintenance, etc. to satisfy the objectives of this PWS.

f. Process to manage Hazardous Materials, to include required trainings and certifications

g. Describe how damaged/broken inventory will be managed.

h. Describe how emergencies will be handled

3.3 The contractor shall provide a full range of consolidated warehousing service assistance for

CTVHCS, logistical support services and warehouse operations such as inventory management, staging, and delivery for VA Warehousing in support of the CTVHCS. The

Contractor shall oversee, store, and repackage property if needed (e.g., medical supplies and equipment) and schedule deliveries and pickup among other tasks. This includes movement of property from one location to another. All deliveries will be inspected and accepted by VA employee prior to storage in contractor facility. The contractor shall provide workstations for assigned employee(s) of CTVHCS.

3.3.1 Workstations (for government employee). The contractor shall provide a carpeted workspace 8’ x 8’ (64 square feet) with sit/stand desk, chair, telephonic (VOIP) capability, and minimum High-Speed Fiber Optic Internet connection.

3.4 Material Segregation and Temperature Controls. The Contractor shall have storage facilities sufficient to contain VA items in secure and climate-controlled conditions that will preserve the operability of the items stored. VA Medical/Surgical Supplies/equipment shall be segregated by a cage or other defining material for quick identification purposes.

Supplies shall be stored at a temperature-controlled environment. Storage locations must be a stable environment without extreme changes in temperature and humidity. The facility should have electronic monitoring and reporting of out-of-range event capabilities and/or the facility monitoring must be able to report out-of-range events. The method of monitoring must be able to be investigated whether electronic or manual monitoring. Items stored within these locations must comply with temperature and humidity requirements in accordance with VA Directive 1761, Appendix F. Warehouse space must comply with the pressure, temperature, humidity, and other HVAC parameters required in the VA HVAC

Design Manual, dated November 1, 2017. As of the publishing of this directive, the requirements for bulk storage/warehouse are positive air flow, 20-60% humidity, and 66-75 degrees Fahrenheit.

3.4 Customer Service Information Desk. The Customer Service Information Desk will be responsible for:

3.4.1 Acknowledge all information flowing in and out of the warehouse.

3.4.2 Track all inbound shipment notices, alert warehouse personnel, and track delivery status.

3.4.3 Collect delivery information for reporting purposes.

3.4.4 Maintain Access Control Log.

3.4.5 Inventory.

3.4.5.1 Contractor shall track all packages from receipt to delivery.

3.4.5.2 Contractor shall inspect and repackage, as necessary, items that seems to be damaged or broken.

3.4.5.3 Contractor shall initiate inventory within the contractor web-based inventory management system.

3.4.5.4 Stored items inspected and maintained in accordance with manufacturers standards.

3.4.5.5 Stored items are usable as intended when shipped to the ordering facility. Items will not become functionally inoperable while in Contractors’ custody.

3.4.6 Integration.

3.4.6.1 Contractor shall store assets and have the ability to retrieve stored assets within 24 hours upon notification.

3.4.6.2 Capture assets by pallet and rack location within the designated staging facility.

3.4.6.3 Contractor shall verify assets using inventories and inventory verification processes.

3.5 Shipping/Delivery.

3.5.1.1 Provide detailed inventory lists and enable supply transactions.

3.5.2 Inspection.

3.5.2.1 Regular Inspection and Maintenance: The Contractor shall regularly inspect and maintain stored VA items in accordance with manufacturers’ requirements.

3.5.3 Information Desk.

3.5.3.1 Acknowledge all information flowing in and out of the warehouse.

3.5.3.2 Track all outbound shipment notices, alert warehouse personnel, and track delivery status.

3.5.3.3 Collect delivery information for reporting purposes.

3.5.3.4 Maintain Access Control Log.

3.5.4 Cleanliness. The facility must be kept clean, uncluttered (i.e. no visible dust on products), and cleaned daily to avoid contamination. Contractor is to manage pest control; the facility is to remain free of insects, rodents, and other vermin.

3.5.5 Hazardous Materials. The contractor may be required to manage hazardous materials such as, but not limited to, batteries, oxygen, toxic, and/or flammable materials, etc. These materials shall be managed in accordance with the contractor’s Health & Safety Plan, Management Plan and TG-90-1.

3.5.5.1 The contractor may receive Hazardous Materials, as defined in 49 CFR Subchapter C, from the following classes:

a. Class 4: Flammable Solids

b. Class 5: Oxidizing Substances, Organic Peroxides

c. Class 6: Toxic Substances and Infectious Substances

d. Class 8: Corrosives

e. Class 9: Miscellaneous Hazardous Materials

3.5.6 Emergencies. During emergencies, the contractor may be tasked to support the CTVHCS. Emergencies may include but is not limited to hurricanes, earthquakes, pandemics, etc. During such instances, CTVHCS may require the Contractor to operate other than normal business hours or to employ additional employees to support the medical center. The contractor shall respond within 48 hours to the government request to make changes as a result of an emergency. Any changes to this contract due to emergencies, if any, will be negotiated on a case-by-case basis.

3.5.7 Contractor shall provide security surveillance. The Security features of the building shall include CCTV surveillance cameras recording 24 hours/7 days a week. Contractor shall provide full access to the recordings and provide a copy within 12 hours of such request.

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 Management Plan PWS Paragraph 3.2

100% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government. If reperformance is not possible documentation in the contractor’s CPARS

Report 2 Customer Service

Information Desk

PWS

Paragraph 3.5 98% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government. If reperformance is not possible documentation in the contractor’s CPARS

Report 3 Risk Assets

Management

PWS

Paragraph 3.6 98% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government. If reperformance is not possible documentation in the contractor’s CPARS

Report 4 Management of

Hazardous Materials

PWS Paragraph 3.6.8

100% acceptable level

As per PWS paragraph 4.2

Re-perform tasks within 2 working days at no additional costs to the Government. If reperformance is not possible documentation in the contractor’s 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 correct cited deficiencies within 2 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 develop and maintain an effective Quality Control

Program (QCP) to ensure services are performed IAW this PWS. The purpose of this program is to identify, prevent, and ensure non-recurrence of defective services. A Quality Control Plan shall be submitted within 10 calendar days after contract award. Any modifications to the program shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Government's review and approval.

5.0 Deliverables

Deliverable Frequency # of Copies Medium/Format Distribution

Certificate of Liability Within 10 days after contract award 1 PDF CO

Meeting Minutes As needed 1 Word CO/COR

Safety Data Sheets Within10 calendar days 1 PDF COR

Damage Reports Within 24 hours of event 1 PDF CO/COR

Safety Plan

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

1 PDF/Word CO/COR

Quality Control Plan

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

1 PDF/Word CO/COR

Daily Inbound/Outbound Delivery Report Daily 1 PDF/Word COR

Weekly On-hand Status Report Every Friday by COB 1 PDF/Word COR Report of product inventory with expiration dates Monthly 1 PDF/Word PDF/Word COR

Stock rotation report Quarterly 1 PDF/Word COR Environmental Monitors Report-to include at a minimum temperature, humidity, pest control, cleaning

Quarterly 1 PDF/Word COR

Discrepancy/Damaged Goods Report Daily 1 PDF/Word COR

Access Control Log Monthly 1 PDF/Word COR Office Space for VA Materiel

Handlers -description/diagram At the time of quote submission 1 PDF/Word COR

Hazardous Materials Training Certificate

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

1 PDF/Word COR

Management Plan At the time of quote submission and 10 1 PDF/Word COR

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

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.

days after updates are made

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

COB Close of Business COR Contracting Officer’s Representative

CPARS Contractor Performance Assessment Reporting System CTVHCS Central Texas Veterans Health Care System

FAR Federal Acquisition Regulation FFP Firm-Fixed Price

FY Fiscal Year HAZMAT Hazardous Training 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

PMP Pest Management Professional POC Point of Contact

PRS Performance Requirements Summary PWS Performance Work Statement

QA Quality Assurance QASP Quality Assurance Surveillance Plan

QC Quality Control TE Technical Exhibit VA Veterans Affairs

VAAR VA Acquisition Regulation VACO Veterans Affairs Central Office 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

40 CFR Part 302 Protection of Environment, Designation, Reportable Quantities and Notification

49 CFR Subchapter C Hazardous Materials Regulations

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

EO 14057 Catalyzing Clean Energy Industries and Jobs Through

Federal Sustainability Federal Standard #313 Material Safety Data, Transportation Data, And Disposal

Data, For Hazardous Materials Furnished to Government Activities

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

TG-90-1 Material Handlers Training Guide

VACO Directive 7710 Occupational Safety and Health

Technical Exhibit 1 Examples of Supplies, Devices, and/or Equipment to be stored

The following list of items provides examples of the types of medical devices and supplies that may need to be stored under this contract in the future. This list is not all inclusive.

Beds, Electric, ICU Capable Chairs, Exam

Ventilators, Bedside/Intensive Care Ventilators, Transport

Ventilators, Noninvasive Positive Pressure Infusion Controllers

Infusion Pumps, Analgesic, Patient-Controlled Monitors, Physio, Bedside

Defibrillators, Cardiac Electrocardiograph: EKG

Hospital Stretchers Oxygen Concentrators

Thermometers Portable Generator

Portable HVAC Cots

Air Cleaners Portable Toilet, Portable Sinks

Flooring Traffic Signs

PAPRs and PAPR Supplies (mask, hoses, and filters) IV Poles

Caviwipes N95 Masks

KN95 Masks Face Shields

Disposable Gowns Reusable Gowns

Lab Kits Virex

Surgical Masks Gloves

Bouffant Caps Shoe Covers Water Jugs

ECG Electrodes Hand Sanitizer

Urinal O2 Tubing

Gowns Pajamas

Socks BP Cuffs

Temp Probes Pulse Ox Cables

Personal Care Items Peri-Care Wipes

Feeding Tube Supplies Toilet Paper

Hi Flow Nasal Cannula Art Line Supplies

Humidifier and Connectors Ventilator Supplies

Needles IV Supplies