RFP 36C24823R0150 SD.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

672-23-2-138-0004

36C24823R0150 07-12-2023

Aurea Gonzalez 787-641-7582 134954 08-10-2023

11:00 AM

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

X 100

X

492110

1500 Employees

N/A

X

See Delivery Schedule

36C248

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

Financial Services Center

P.O. Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Home Delivery, Storage and Inventory Management Services for VA Caribbean Healthcare System

The guaranteed minimum contract amount for this contract is $100,000.00. The maximum contract amount (ceiling amount) of The base year and any options periods exercised is $10,000,000.00

See CONTINUATION Page x X

36C24823R0150

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (NOV 2021)

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...49

C.8 52.219-14 LIMITATIONS ON SUBCONTRACTING (MAR 2020) (JUN 2020)

(DEVIATION)

C.9 52.246-4 INSPECTION OF SERVICES—FIXED-PRICE (AUG 1996)

C.10 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR

1984)

C.11 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.12 VAAR 852.204-71 INFORMATION AND INFORMATION SYSTEMS SECURITY

(FEB 2023)

C.13 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.14 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

C.14 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

C.15 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.16 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021)

C.17 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.18 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

C.19 MANDATORY WRITTEN DISCLOSURES

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION

D.2 BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, AND

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

E.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.3 52.216-1 TYPE OF CONTRACT (APR 1984)

E.4 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.5 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.6 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.7 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

E.8 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: TBD

b. GOVERNMENT: Contracting Officer 36C248 Wilfredo Perez

Network Contracting Office 8 (NCO 8) VA Caribbean HCS (Admin Bldg) #10 Calle Casia Suite #4M440 San Juan PR 00921-3201

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] Monthly-After Acceptance

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

The Contractor agrees to provide home delivery services of medical supplies in accordance with the terms, conditions, and provisions stated herein at the prices specified in the Schedule of Supplies/Services.

The guaranteed minimum contract amount, including the base year and any option periods exercised, is $100,000.00. The maximum contract amount (ceiling amount) of the base year and any option periods exercised, is $10,000,000.00.

ESTIMATED QUANTITIES: The quantities listed in the Price Schedule below are annual estimates only and are not to be considered a minimum or maximum. The Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contact.

ORDERING PROCEDURES: Task orders will be issued by NCO 8 Contracting Officer in accordance with the Ordering Clause.

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVICES

QUANTITY UNIT UNIT PRICE TOTAL

55,319 EA _________ _________

Medical Supplies- Provide home delivery services of medical supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: Base POP Begin: 09-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative:

Courier/Messenger

31,790 EA _________ _________

Nutritional Supplements - Home Delivery of nutritional supplements to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: Base POP Begin: 09-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

8,871 EA _________ _________

Refrigerated Medications - Home delivery services of refrigerated medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: Base POP Begin: 09-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

11 MO _________ _________

Storage and Inventory Management - Provide storage space and inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: Base POP Begin: 09-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

60,348 EA _________ _________

supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

34,680 EA _________ _________

to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express

9,678 EA _________ _________

medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

12 MO _________ _________

inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: Option 3 POP Begin: 08-01-2026

POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: Option 4

POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

30,174 NSP Not Separately Priced supplies to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to: diapers, pads, tracheostomy care kits, urinary bags, suction systems, etc.

Contract Period: 52.217-8 POP Begin: To Be Determined (TBD) POP End: TBD PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

17,340 NSP NSP

to all municipalities of Puerto Rico as per PWS. Items includes a variety of nutritional supplements from different manufacturers i.e.

Vital, Nutren, Boost, Glucerna, Ensure, Isosource, etc.

Contract Period: 52.217-8 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

4,839 NSP NSP

medications to all municipalities of Puerto Rico as per PWS. Items may include but are not limited to insulin's and ophthalmic medications.

Contract Period: 52.217-8 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

6 NSP NSP

inventory management services for items other than refrigerated medications. Square footage, and specifications as per PWS.

Contract Period: 52.217-8 POP Begin: TBD POP End: TBD PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

B.3 PERFORMANCE WORK STATEMENT

Home Delivery, Storage, and Inventory Management Services

1.0 Background:

The VA Caribbean Healthcare System, VACHS, has a requirement for storage, inventory management, and home delivery service of nutritional supplements, medical supplies and refrigerated medications. Performance Period will be a eleven (11) months base period and four

(4) option periods of twelve (12) months each.

2.0 Scope:

The contract is to provide the VACHS with storage, inventory management, and home delivery service of nutritional supplements, medical supplies and refrigerated medications to all municipalities of Puerto Rico, except Vieques and Culebra.

3.0 Description of Services:

The Contractor shall provide warehouse storage, inventory management and home delivery service, to eligible beneficiaries. The contractor shall be responsible for:

1. Receiving orders/prescriptions daily via electronic encrypted permission, facsimile transmittal and by traditional courier pick-up at the designated facility Pharmacy and delivering them to the beneficiaries’ residential address.

2. Provide adequate care of Government-owned nutritional supplements, refrigerated medications and medical supplies in its possession or control from the time of receipt until properly relieved of responsibility.

3. Provide daily inventory reports in electronic format via email to Contracting Officer Representative (COR). For inventory report purposes, the cycle used shall be the Federal Government Fiscal Year (Oct 1 through Sept 30), and reports are due no later than five

(5) business days upon completion of the quarter.

4. Utilize a proven inventory management system.

5. Guarantee that supplies shall be delivered to patient’s home within five (5) business days after the prescription/order is received. Unavailability of products shall be reported immediately to COR. If products are not available and expected availability date exceeds seven (7) days upon receipt of order, order shall be immediately returned to COR.

6. If extraordinary circumstances arise the Contractor may be required to provide services after normal duty hours, during weekends (Saturday and Sunday) and holidays with prior authorization of CO and/or COR.

4.0 Locations Covered:

The contractor shall be responsible for providing all requested services to all municipalities of Puerto Rico, except Vieques and Culebra.

5.0 Service/Delivery Requirements:

The Contractor shall be capable of receiving the orders/prescriptions daily via electronic encrypted permission, facsimile transmittal and by traditional courier pick-up at the designated facility Pharmacy.

The Contractor shall contact the beneficiaries to arrange for a designated service date at least three times in a period of five days. All attempts shall be documented. If after the fifth day the contractor fails to contact the beneficiary, they shall notify the COR by e-mail and return the labels to the Pharmacy. Only home deliveries are to be provided under this contract, no other mean of delivery (i.e., UPSP, Private mail, etc.) are authorized to be used.

For refrigerated medications, the contractor will appoint a service date with the beneficiary for the delivery and notify the COR of such date to coordinate item pick-up at the designated facility Pharmacy. If delivery cannot be fulfilled on the appointed date, contractor may store refrigerated medications according to provided SOP for subsequent delivery attempts. When unable to complete a delivery, contractor personnel will notify COR and Outpatient Pharmacy Supervisors through email, and they will store the refrigerated prescriptions for up-to two weekdays. Once the period allowed of two weekdays, contractor shall return the item to the designated facility Pharmacy for appropriate action. Refrigerated items are to be stored by the contractor in designated area of the facility in compliance with applicable VA directives.

A legible Delivery Receipt with patient's signature, typed name and date of delivery is required.

Pharmacy Service will receive the Delivery Receipt no later than three days after the delivery is completed.

All carriers shall always have uniforms and an identification badge with photo noticeable to all persons.

The Contractor shall be expected to receive and storage VA owned items such as but not limited to nutritional supplements and medical supplies which will be delivered directly to the contractor's warehouse from the VA suppliers or picked up from the VA designated locations as directed and deliver them to the beneficiary residential address within five (5) business days of receiving an order.

Stored items shall be inspected and maintained in accordance with the manufacturers standards and stored items shall be usable as intended when returned to the ordering facility.

Items will not become functionally inoperable while in Contractor’s custody.

6.0 Storage Facility and Climate Control:

The contractor shall provide a storage space of a minimum of 8,000 square footage located within a ten (10) miles radio from main facility:

VA Caribbean Healthcare System 10 Casia Street San Juan, PR 00921-3201.

Consisting of a clean, separate, and secured area for all VA owned nutritional supplements and medical supplies. Storage area must be adequately equipped with industrial shelves. Boxes or containers shall not be stored on the floor, but on raised Heat Treated (HT) pallets and/or platforms. Temperature and humidity controls will be as required based on the manufacturers of the item’s being stored and guides provided by USP 659 Packaging and Storage Requirements.

Supply storage locations must have a stable environment without extreme changes in temperature and humidity. Items stored within these locations must be maintained in the normal temperature range recommended by manufacturer and as defined by USP 659 Packaging and Storage Requirements. This is done to assure the supplies within all storage areas are under climate control conditions regardless of the length of storage time. Facility shall possess a continuous electronic monitoring system for temperature and humidity tracking to produce alerts and historical monitoring reports. All monitoring reports and climate control records shall be available in electronic format upon request. Operational temperature and humidity measurement device (i.e., digital logger, gauges, thermometer, etc.) shall be accessible inside the designated storage areas.

7.0 Compliance with Operational Guidelines

Contractor shall comply with all applicable Federal, State, local and industry safety, i.e., OSHA, Department of Labor (DOL), privacy, record management practices, 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. Contractor is to manage pest control; the facility is to remain free of insects, rodents, and other vermin.

Department of Labor (DOL) Service Contract Labor Standards (SCLS), and Executive Order (EO) 14026 are applicable to this contract and subcontracts at any tier. Contractor service employees and subcontractor’s employees are both govern by the SCLS and EO, as FAR

22.001 defines service employee as any person engaged in the performance of a service contract other than any person employed in a bona fide executive, administrative, or professional capacity, to include all such persons regardless of any contractual relationship that may be alleged to exist between a contractor or subcontractor and such person. Independent carriers are considered a service employee for the DOL implementation of SCLS and EO.

Contractors are encouraged to contact DOL for guidance on the applicable statutes and their implementation at: US Caribbean District Office, Wage and Hour Division located at T-Mobile Center, B-7 Tabonuco Street, Guaynabo, PR 00968 Phone: (787)775-1947 or 1(866) 487-9243

8.0 Inventory Management

The contractor works with the COR but is ultimately responsible for maintaining inventory controls and preparation of a perpetual inventory record. All records shall be available on electronic format upon request. Inventory shall be documented using item description as listed on orders/prescriptions instead of manufacturers reference numbers or other descriptions.

The contractor shall perform daily inventory to maintain the required inventory levels (enough inventory to prevent over and under stocking) and ensure that the proper inventory procedure is operating effectively.

Products to be expired shall be notified to the COR or to the designee three (3) months before expiration date to complete credits process. Damaged products shall be notified to the COR monthly.

Immediately upon termination or completion of the contract, the contractor and the COR shall conduct a physical inventory of all Government owned nutritional Supplements and medical supplies applicable to the contract. The contractor and the COR will certify the final Inventory Control Record document within 72 hours after termination or completion and submit to the Contracting Officer (CO).

9.0 Access Control Log

Access Control Log: All individuals (contractor personnel or VA Employee) are to sign-in and sign-out when accessing space where VA supplies are stored. Log is to be made available on demand if requested.

10.0 Access to VA Personnel

Contractor shall provide full access for VA personnel for warehouse inspection during normal business hours (8:00AM - 4:30PM, Monday - Friday). In addition, access via individual keyed entry to the supplies/products shall be available 24/7. If emergency access is required, the VA will ensure appropriate communication will take place with the contractor.

11.0 GENERAL REQUIREMENTS:

11.1 Performance Improvement /Quality Control:

The Contractor shall develop a Task/Delivery Order Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS.

The Contractor shall develop and implement systematic procedures to monitor, collect and evaluate the quality and appropriateness of service provided, resolve identified problems, pursue opportunities for improving patient care, identify, prevent, and ensure non-recurrence of defective services. The contractor shall perform reviews of its quality control program (i.e., customer satisfaction survey) on a semi-annual basis and provide a written report prepared by an external source to the Chief Pharmacy, the CO and the COR.

The finalized QCP will be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance 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. The Government may find the QCP "unacceptable" whenever the Contractor's procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable."

11.2 Performance Requirements Summary (PRS) Matrix

11.2.1 The Government shall monitor the Contractor's performance under this Contract in accordance with the PRS Matrix. 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.

11.2.2 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 Description of Services PWS Paragraph 3.0 95% acceptable level

As per PWS paragraph

11.2.2

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 Locations Covered PWS Paragraph 4.0 100% acceptable level

As per PWS paragraph

11.2.2

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 Service/Delivery Requirements

PWS Paragraph 5.0 100% acceptable level

As per PWS paragraph

11.2.2

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 Storage Facility and Climate Control

PWS Paragraph 6.0 95% acceptable level

As per PWS paragraph

11.2.2

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

5 Compliance with Operational Guidelines

PWS Paragraph 7.0 95% acceptable level

As per PWS paragraph

11.2.2

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

6 Inventory Management PWS Paragraph 8.0 95% acceptable level

As per PWS paragraph

11.2.2

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

11.2.3 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.

11.2.4 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.

11.2.5 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.

11.3 Safety Requirements:

The contractor shall take such safety precautions reasonably necessary to protect the lives and health of the occupants of the building as the CO or designee may determine to be necessary.

The contractor shall practice universal precautions in the performance of all aspects of services provided under this contract in accordance with Joint Commission requirements.

Contractor's facility shall meet all industry standards for fire alarms and suppression systems for the health 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.

11.4 Contractor Vehicles

The Contractor shall have licensed vehicles able to transport the maximum weight recommended by the vehicle manufacturer. All vehicles used in the performance of services under the contract shall be clearly marked with company identification. The Contractor shall ensure that all vehicles meet Local, State and Federal codes and maintain motor vehicle liability insurance in accordance with the laws of Puerto Rico. All drivers shall possess a valid state issued license for the category of vehicle being used.

11.5 Incidents Involving a VA Beneficiary

All accidents, injuries and deaths related to the deliveries shall be immediately reported verbally to the COR. The contractor shall follow with a written report of contact describing the event, analysis of cause /effect, and corrective action taken. The report should be provided within 24 hours of verbal report. The contractor shall make a written report of all inquiries, complaints, and requests received from patients or caregivers and furnish a copy to the COR within five (5) calendar days. The written report must contain at a minimum the nature of the inquiry, complaint, or request; the contractor’s decision; and the basis for the decision and outcome. The report shall be signed by the contractor’s employee who received the call or in person inquiry, complaint or request, the action taken and the contractor’s supervisor. All complaints shall be addressed and resolved within fifteen (15) calendar days.

11.6 Interactions between Contractor Personnel and VA

The VA beneficiaries serviced by this contract have significant physical disabilities or chronic illnesses that, in many cases, influence their behavior and lifestyle. It is of the upmost importance that a high degree of sensitivity and professionalism be demonstrated when VA beneficiary/caregiver contact is made. The contractor and his representatives are expected to be discreet and tactful, and to demonstrate concern, compassion, and patience. The VA reserves the right to remove any contractor employee from the performance of service under this contract if their behavior and the level of service provided are not in accordance with the specifications and requirements contained herein.

11.7 Dress Code

Contractor shall maintain a neat and professional appearance including good personal hygiene.

Facial hair must be neat and trimmed and shall not impede safety attire application. All contractors are required to wear designated safety apparel per National and State guidance (i.e., latex gloves and N95 masks) within the facility until otherwise directed. All contractors shall wear closed toed shoes and safety attire as required in performance of warehouse operations.

11.8 No Smoking

Per VHA Directive 1085, Dated 3/15/19, All VA Health Care Facilities shall be smoke free. This directive applies to all patients, visitors, contractors, volunteers, and vendors.

11.9 Unusual Conditions

The Contractor shall notify the COR, immediately, if any of the following unusual conditions are known to exist concerning the VA beneficiary: VA beneficiary is hospitalized or deceased, VA beneficiary cannot be reached; VA beneficiary refused the delivery; any beneficiary complains related to merchandise.

11.10 Insurance Requirements

Before commencing work under the contract, the Contractor shall furnish to the CO a Certificate of Insurance indicating the coverage and containing an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30 day advance written notice of cancellation or change is furnished the Government.

11.11 Service Hours

The contractor is expected to perform services under this contract between the hours of 7:00am and 7:00pm AST, Monday thru Friday, excluding Federal Holidays.

Federal Holidays are:

New Year’s Day January 1 Martin Luther King Day Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth National Independence Day June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

11.12 Emergency Procedures

The Contractor shall have an emergency preparedness plan which must demonstrate the ability to restore service within the minimum timeframe possible in the event of an emergency which results in interruption of services. The Contractor shall perform management reviews of its quality control program and contingency plans. Immediately after contract award, the contractor shall provide a point of contact to include telephone, facsimile, and cellular phone number for twenty-four (24) hour emergency services. The Contractor shall notify the CO or the COR, immediately in the event of a disaster, natural or otherwise, that may affect the services covered under this contract. A Contingency Plan must be in effect.

11.13 Contractor Personnel, Disciplines, and Specialties

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.

11.14 Key Personnel

A record of each employee's qualifications, characteristic, and competence capability of performing the duties required shall be maintained at the Contractor's office and made available for inspection upon request by the CO. Personnel must submit to drug testing and background check', Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (DHHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs.

Driver shall possess all necessary licenses and/or permits to perform work under this contract.

Drivers shall be dressed in company uniforms that are neat and clean, presenting a well-groomed professional appearance always. Contractor personnel shall always have visible picture identification bearing the company’s name and the employee’s name; Orders and/or items will not be issue to carriers not found in compliance with the proper identifying requirement (i.e., uniform, employee id, etc.). The Contractor shall provide a contact person whom the Department of Veterans Affairs may contact during the period of this contract for prompt action on matters pertaining to the administration of this contract. Drivers shall comply with all requirements established by Federal and Local Agencies. Smoking is prohibited inside/outside any building other than the designated smoking areas. Possession of weapons is prohibited except for those personnel designated by the Contractor (i.e., Security Guards) to ensure safety of personnel and materials. 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.

11.15 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer immediately.

11.16 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, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

11.17 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at VACHS and the contractor's corporate offices.

11.18 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

11.19 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Contracting Officer or Contracting Officer Representative. Cross teaming may or may not be permitted.

11.21 Additions/Deletions of Requirements

The Government foresees the possibility of no longer having the need for storage and inventory management at any point during the duration of this contract. If such circumstances arise the Contractor shall be notified within 60 days of line item being deleted via supplemental agreement.

11.22 Performance Period

The Contractor is to provide all personnel, equipment, supervision, etc. to provide the VA with storage, inventory management, and home delivery service of nutritional supplements, medical supplies and refrigerated medications to all municipalities of Puerto Rico, except Vieques and Culebra in accordance with the Performance Work Statement, terms, conditions, provisions, specifications, and schedules of this solicitation. The contract period will consist of a base period of eleven (11) months, with four (4) one-year renewable options at the government’s discretion.

Base Period: 09/01/2023 – 07/31/2024 Option Year One: 08/01/2024 – 07/31/2025 Option Year Two: 08/01/2025 – 07/31/2026 Option Year Three: 08/01/2026 – 07/31/2027 Option Year Four: 08/01/2027 – 07/31/2028

11.23 Kickoff Meeting

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

11.24 VA Employee Supervision and Oversight

The COR 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. The COR shall provide management briefings and visit the site as necessary.

11.25 Project Management

The Contractor shall appoint an Onsite Supervisor who will be the 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 always available when contract work is in progress to receive notices, reports, or requests from the COR.

11.26 Billing and Payment

The contractor shall submit payment requests in electronic form via VAs Electronic Invoice Presentment and Payment System. (See Web site at http://www.fsc.va.gov/einvoice.asp.)

Invoices shall be submitted monthly, in arrears, and shall include at a minimum:

• Date of Invoice

• Invoice Number

• Contract Number

• Obligation Number

• Vendor Name

• CLIN & Date of Service

11.27 Safety Requirements and Special Considerations

a. The contractor shall take all safety precautions and safety measurement necessary to protect the lives and health of occupants of the building and user of the equipment, including the proper personal protection equipment (PPE); as applicable.

b. VISN 8, VACHS Universal Masking Program is applicable to this contract. Universal Mask program requires every healthcare worker (HCW) to wear a healthcare face mask while in VACHS. Health care worker is defined as any person required to work at a VACHS facility including contractors, must always wear a healthcare face mask while in VACHS. VHA policy and Presidential Order requiring masks in federal buildings regardless of vaccination status, is in effect.

c. Influenza Vaccination: Influenza vaccine “Flu Shot” is mandatory for all VHA employees and contractors as per VHA Directive 1192.0. Contractor shall provide a list of employees under contract performance with their vaccination compliance, this requirement is to be submitted annually. Employees and Contractors who are not vaccinated as per authorized exclusions on VHA Directive are to be documented as such and always required to wear healthcare face mask while on VHA premises.

12.0 VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

(VA Handbook 6500.6, March 12, 2010)

12.1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

12.2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S.

to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

13.0 VA INFORMATION CUSTODIAL LANGUAGE (VA HANDBOOK 6500.6. (March 12, 2010), Appendix C)

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data

- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination…