PWS Warehouse Support Services.pdf

PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

The Veterans Health Administration (VHA), Manchester New Hampshire VA Medical Center/Healthcare System requires warehousing support services.

2.0 SCOPE OF WORK

2.1 The contract is to provide the VHA with all warehousing services necessary and ensure continuity of access to, and delivery of, VA procured healthcare equipment, computers, monitors, supplies (including Personal Protection Equipment [PPE], such as masks, isolation gowns, etc.) to Veterans. The Contractor is to safeguard all government healthcare supplies and equipment that may be housed in the Contractor location.

2.2 In support of this initiative, the contractor shall provide a full range of logistical support services and warehouse operations such as receiving, inventory management, staging, and delivery for VA Warehousing in support of the Manchester VA Medical Center. The Contractor shall receive, oversee, process, store, and repackage property if needed (e.g. medical supplies and equipment) and schedule deliveries and pickup among other tasks. Contractor shall un-package, store, repackage, and deliver property to the identified location. This includes movement from one location to another, receipt of new deliveries, and relocating property. All deliveries will be inspected and accepted by VA employee prior to storage in contractor facility. Contractor shall pick-up/deliver shipments of medical supplies and equipment from/to the VA facility on a daily basis or as needed.

2.3 The warehouse facility shall be owned by the contractor and shall be located within a 10-mile radius / 20 minutes driving distance of the Manchester VA Medical Center, 718 Smyth Road, Manchester NH 03104. 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. If computer related products are stored these will need to be segregated in a securable locked room/cage with only the VA Medical Center Information and Technology staff having access to this sensitive inventory.

2.4 Contractor shall comply with all applicable Federal, State, local and industry safety, i.e., OSHA, Department of Labor (DOL), and health standards, regulations and statutes pertaining to the operation of the warehouse and/or distribution of commodities, including healthcare supplies, identified herein. The facility must be kept clean and uncluttered (i.e. no visible dust on products), cleaned at least once weekly to avoid contamination. VA equipment is to be wrapped with stretch wrap and covered for protection against damage. Contractor is to manage pest control; the facility must remain free of insects, rodents, and other vermin. Any damage incurred will be replaced at vendor’s expense.

2.5 Contractor's facility shall meet all industry standards for fire alarms regulations and suppression systems for the commodities being warehoused. Facility shall also have 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.

2.6 VA Medical/Surgical Supplies/equipment shall be segregated from other non-VA stored material by a cage or other defining material for quick identification purposes. Supplies shall be stored in a temperature-controlled environment. Storage locations must be a stable environment without extreme changes in temperature and humidity. The facility monitoring must be able to report out-of-range events and these events must be reported to the facility when identified. 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 manufacturer specifications. At a minimum, supply storage areas must meet the following specifications: Relative Humidity < 75 %, Temperature 64 – 78 degrees Fahrenheit.

2.7 Contractor shall be responsible for relocating VA identified supplies from the current location to Contractor’s facility. The address for the current location is Manchester VA Medical Center, 718 Smyth Road, Manchester NH 03104.

2.8 Contractor shall be able and capable to receive and process an average of 10 pallets or items of equivalent space daily from Monday through Friday on a weekly basis. The Contractor shall have the means to pick up VA items from Manchester VA Medical center and deliver those items to the Contractor’s storage facility and have the means to deliver stored items to VA facilities as directed. To properly receive and deliver items the Contractor’s facility must have a functional receiving dock. Deliveries shall incorporate sufficient packing to comply with all applicable federal and/or state standards relating to shipment of these products. Transportation vehicle used to deliver products should complement the dock configuration so products are off-loaded efficiently, and products removed from the truck/transportation vehicle by the contractor with contractor material handling equipment; no government furnished equipment will be provided.

2.9 Contractor shall provide delivery of Medical/Surgical Supplies/Equipment from the warehouse facility to the Manchester VA Medical Center. Delivery will be needed in emergency and non-emergency cases, as requested by the VA.

2.9.1 Regular/routine pick-up/deliveries, after proper notification utilizing agreed upon method, are to be made Monday through Friday, next business day. Routine deliveries are to be made during normal business hours (7:00AM - 3:30PM, Monday – Friday). A standard delivery will consist of up to 10 pallets or equivalent space.

2.9.2 Emergency Deliveries are to be made within four hours of request. If the VA requests an emergency item, and it can be added to the regular delivery, the contractor shall add the item to the regular delivery for a single, regular delivery fee. If the VA requests an emergency delivery outside of the regular delivery timeframe, the contractor shall have the capability of delivering supplies 24 hours a day, 7 days a week on an emergency basis, it is anticipated this will occur rarely.

2.10 At the request of the VA, supplies and equipment may be available via will call. Will call orders may be picked up by government employees identified by the VA COR at the contractors loading dock.

2.11 Contractor shall maintain an electronic database of all merchandise stored and cross reference this data with VA provided identification numbers. Information shall contain item description, stock number, case quantities on hand, packaging multiples, vendor information, quantity per pallet, and pallet count.

Contractor shall provide and maintain an up-to-date web-based inventory management system that can be accessed by key VA personnel. The web-based inventory system is subject to the approval of the VA and must comply with all federal and VA IT policies and requirements. For example, it must have a username and password protection.

2.12 Contractor shall provide an electronic mechanism to request all medical/surgical supplies/equipment for usage at Manchester VA Medical Center. This tool is also subject to the approval of the VA and must comply with all federal and VA IT policies and requirements.

2.13 Access Control Log: All individuals (contractor personnel or VA Employee) are to sign-in and sign-out when accessing space where VA supplies or equipment are stored. A copy of the log is to be provided to the COR on a monthly basis. Log is to be made available on demand if requested.

2.14 Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (7:00AM - 3:30PM, Monday – Friday).

2.15 Examples of types of Medical/Surgical supplies/devices/equipment

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. Not all items fit on a pallet and this list is not all inclusive.

Beds, Electric, ICU Capable Computers/Monitors IT equipment 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) Cavi-wipes N95 Masks KN95 Masks Face Shields Disposable Gowns Reusable Gowns Lab Kits Surgical Masks Gloves Bouffant Caps Shoe Covers Water Jugs Hand Sanitizer Used furniture and equipment for sale / excess New furniture and medical equipment awaiting installation

2.16 Contractor shall provide complete warehouse management services for 400 pallets / equivalent space. A standard pallet is 40x48 inches, with a maximum height of 7 feet (approximately 86.5 cubic feet per pallet).

3.0 PERFORMANCE PERIOD

The Period of Performance (PoP) of this Firm Fixed Price task order is as follows:

4.0 PLACE OF PERFORMANCE

Tasks under this contract shall be performed at Contractor Facility and commodities delivered to the designated VA facility located at 718 Smyth Road, Manchester NH 03104.

5.0 KICKOFF MEETING

The Government will host a kickoff meeting within three (3) business days after contract award (if required).

6.0 TASKS AND DELIVERABLES

The Contractor shall perform the Tasks contained herein. The Contractor shall provide all labor resources necessary to accomplish the deliverables described herein.

6.1 PROJECT MANAGEMENT

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 management briefings, as required. 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 Officer’s Representative

(COR).

Deliverable 001: Daily Inbound/Outbound Delivery Report to include times of deliveries (time/date requested, and time/date delivered)

Deliverable 002: Weekly On-hand Status Report

Deliverable 003: Monthly inspection reports of product inventory for expiration dates. Notify the COR of any product that expires within 12 months.

Deliverable 004: Stock rotation by pulling orders from the oldest available stock for any order received and replacing it with fresh product from VA inventory utilizing first-in-first-out. Stock items that are rotated and have a different expiration date than previously reported must be highlighted on the monthly report.

Deliverable 005: Monthly report on environmental monitors – temperature, humidity, pest control maintenance, cleaning schedules

Deliverable 006: Daily discrepancy/damaged goods report

Deliverable 007: Access Control Log – copy provided monthly to the COR

6.2 WAREHOUSE OPERATIONS SUPPORT

Contractor shall provide the following warehouse operations support.

6.2.1 RISKS ASSET MANAGEMENT

The Contractor shall provide Receipt, Inventory, Integration, and Delivery support using multiple asset management processes and systems, as required.

6.2.1.1 RECEIPT

• Review accuracy of all assets delivered to warehouse are in accordance with approved invoice or associated Bill of Lading, including verification of asset counts.

• Inspect deliveries for damages, document condition upon receipt and notify COR of any discrepancies.

6.2.1.2 INVENTORY

• Track all packages from receipt to delivery.

• Open packages and check received goods and materials, as requested.

• Initiate inventory within the contractor web-based inventory management system described in

2.11.

6.2.1.3 INTEGRATION

• Store assets and ability to quickly retrieve stored assets upon request.

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

• Verify assets using inventories and inventory verification processes.

6.2.1.4. INSPECTION

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

6.3 DAMAGE

• Contractor should inspect all goods and material at pick-up for obvious damage.

• VA personnel will document condition of material and identify any known damage when submitting to the contractor for pick-up and storage.

• Any damage realized while in possession of the contractor during transportation or while in storage will be identified to the COR as soon as discovered.

• Damage will be submitted to the Contracting Officer for resolution

7.0 PLAN, SAFETY PLAN, AND COVID-19 BREAKOUT PLAN

The Contractor's General Management Plan, Warehouse COVID-19 Safety Plan, and COVID-19 Warehouse Breakout Safety Response, as presented in its proposal, will be incorporated as part of the contract award and implemented upon award.

9.0 SCHEDULE FOR DELIVERABLES

Note: Deliverables with due dates falling on a weekend or holiday shall be delivered the following Government workday after the weekend or holiday unless an emergency delivery is requested.

Task # Deliverable Number

Deliverable Description Final Due Date

6.1 001 Daily Inbound/Outbound Delivery Report Daily

6.1. 002 Weekly On-hand Status Report Every Friday by

COB.

6.1 003 Report of product inventory with expiration dates Monthly by 15th

6.1 004 Stock rotation report Quarterly by 15th

6.1 005 Environmental Monitors Report- to include at a minimum temperature, humidity, pest control, cleaning

Quarterly by 15th

6.1 006 Discrepancy/Damaged Goods Report Daily

10.0 METHOD AND DISTRIBUTION OF DELIVERABLES

The Contractor will deliver documentation in electronic format, unless otherwise directed.

11.0 CONTRACTOR PERSONNEL SECURITY

A. The Contractor shall provide all material handling equipment training for their employees required to perform the tasks identified herein

B. The Contractor shall be responsible for obtaining all necessary permits and licenses, and for complying with all applicable federal, state and municipal laws and regulations.

C. The contractor shall comply with all Privacy Act regulations related to personally identifiable information (PII). http://www.privacy.va.gov/Privacy Resources.asp.

D. The contractor shall be able to read, write, speak and understand the English language.

12.0 CONTRACTOR PERSONNEL NON-SECURITY REQUIREMENTS

A. Contractor personnel shall always wear visible identification while they are on the premises.

B. Smoking is prohibited inside/outside any building other than the designated smoking areas.

C. Possession of weapons is prohibited except for those personnel designated by the Contractor (e.g.

Security Guards) to ensure safety of personnel and materials.

D. Contractor will 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.

13.0 Quality Assurance Surveillance Plan (QASP)

Purpose: To ensure the Government has an effective and systematic method of surveillance for the services herein. This plan will serve as a tool to verify the Contractor is performing all services required in a timely, accurate, and complete fashion.

Performance measures for this initiative are defined in the table below:

Performance Objective

Performance Standard Surveillance Method

Performance Levels

1. Timeliness • Contractor shall pick up, if necessary, and deliver items as scheduled.

Minimum Quality Standard - Performance will meet standard 90% of the time

Observation, validated complaints.

Performance Evaluation to reflect poor performance;

Negative CPARS Ratings

2. Stored Items Regularly Inspected and Maintained

• Stored items inspected and maintained in accordance with manufacturers’ standards.

Minimum Quality Standard - Performance will meet standard 95% of the time

Observation, validated complaints.

Performance Evaluation to reflect poor performance;

Negative CPARS Ratings

3. Continued Operability of Stored Items

• Stored items are usable as intended when returned to the ordering facility. Items will not become functionally inoperable while in Contractor’s custody.

Minimum Quality Standard - Performance will meet standard 100% of the time

Observation, validated complaints.

Performance Evaluation to reflect poor performance;

Contractor will provide replacement item at no cost to the

VA

4. Reports • Provide all reports in accordance with section

7.1 of the PWS (Deliverables 0001, 002, 003, 004, 005, 006, and 007)

Minimum Quality Standard - All deliverables are met 98% of the time.

Review of Deliverables and Direct Observation

Incentives Positive CPARs Disincentives Negative CPARs reporting

14.0 NON-PERSONAL SERVICES CONTRACT

This contract is a non-personal services contract as defined in the FAR at subpart 37.101. It is understood and agreed that the Contractor and/or Contractor's employees and subcontractors:

A. shall perform the services specified herein as independent contractors, not as employees of the Government.

B. shall be responsible for their own management and administration of the work required and bear sole responsibility for complying with any and all technical, schedule, or financial requirements or constraints attendant to the performance of this contract.

C. shall be free from supervision or control by any government employee with respect to the manner or method of performance of the services specified; but

D. shall, pursuant to the government's right and obligation to inspect, accept or reject the work, comply with such general direction of the Contracting Officer, or the duly authorized representative of the Contracting Officer, as is necessary to ensure accomplishment of the contract objectives.

6.3 DAMAGE