Scope_of_Work.docx

State of Ohio Department of Veterans Services Sandusky, OH

General Description:

The Ohio Department of Veteran Services, Ohio Veterans Home Sandusky (OVH) is urgently seeking a temporary staffing agency to fulfill temporary staffing needs for High Pressure Boiler Operators and/or Stationary Steam Engineers at the Ohio Veterans Home Sandusky and allow for provisions for conversion to permanent staffing.

Location of Service:

Ohio Veterans Home 3416 Columbus Ave Sandusky, OH 44870

I. Scope of Work

A. Candidates must possess a current High Pressure Boiler Operator License, 3rd Class Stationary Steam Engineer License, 2nd Class Stationary Steam Engineer License or 1st Class Stationary Steam Engineer License from the State of Ohio B. Candidates shall operate, maintain, adjust, repair & observe operation of powerhouse equipment (e.g., boilers, turbines, blowers, flow meters, various pumps, feed water heaters, generators, fan motors, air compressors, pollution control equipment).

C. Candidates shall make rounds of powerhouse (e.g., read numerous gauges & regulators; check power consumption meters & switches; starts, synchronizes, switches & stops generators or turbines as needed; checks equipment for proper functioning).

D. Candidates shall perform steam fitting & plumbing duties as related to boiler maintenance; assist with major repairs; assist in preparing powerhouse equipment for inspection; clean powerhouse & all equipment as needed.

E. Candidates shall keep powerhouse log recording gauge readings, power generated, maintenance work performed & all other related records.

F. Performs all other duties as assigned.

II. Conversion Costs – The DVS may unilaterally opt to convert or hire a Resource. If the DVS opts to convert or hire a Resource, the Resource will be released from any agreements that may be in effect.

If the State converts or hires a Resource after the Resource works at DVS for 960 hours or more under this agreement, the conversion or hiring of the Resource will be at no cost to any party.

If more than 60 days have elapsed since the Resource worked at a DVS location, the conversion fee does not apply.

If the State converts or hires a Resource prior to the Resource completing 960 hours of working at DVS under this agreement, the State will pay a conversion fee based on the charts and definitions below:

THE ABOVE CALCULATED FEE WILL BE PAID UPON DVS RECEIPT OF A PROPER INVOICE IN ACCORDANCE WITH THE BELOW PAYMENT SCHEDULE:

IN THE EVENT THE CONVERTED INDIVIDUAL LEAVES DVS EMPLOYMENT BEFORE THE COMPLETION OF THE PAYMENT SCHEDULE ABOVE, ANY BALANCE THAT DVS IS NOT IN RECEIPT OF A VALD INVOICE FOR IS WAIVED AND WILL NOT BE PAID OUT.

III. Credentialing, and Onboarding

A. All potential temporary candidate(s) referred by the Contractor may be interviewed by the requesting department.

B. Contractor must submit for all candidates to be utilized at DVS facilities a

i. Resume,

ii. Bureau of Criminal Investigation (BCI) Background Check utilizing code 3721.121, dated within 30 days of presenting the candidate for placement,

1. A Federal Bureau of Investigation (FBI) Background check, utilizing code 3721.121, shall be required if the candidate is not a resident of Ohio or have not lived in Ohio for more than five (5) years,

iii. a 9-panel drug screen,

1. 6-acetylmorphine

2. amphetamine/methamphetamine

3. benzoylecgonine-cocaine metabolite

4. codeine/morphine

5. hydrocodone/hydromorphone

6. marijuana metabolite

7. mdma/mda

8. oxycodone/oxymorphone

9. phencyclidine

iv. a one-step tuberculosis (TB) test, conducted within a year of candidate start date,

v. a physician administered physical examination, conducted within a year of candidate start date,

vi. and a COVID-19 vaccination card or exemption request, see attachment A- COVID-19 Vaccination Exemption Request.

vii. A copy of the candidate’s High Pressure Boiler Operator License, 3rd Class Stationary Steam Engineer License, 2nd Class Stationary Steam Engineer License or 1st Class Stationary Steam Engineer License from the State of Ohio.

C. Contractor shall comply with any additional onboarding and/or credentialing requirements the DVS determines during the life of any contract arising from this solicitation, including but not limited to additional vaccinations.

D. Contractor must supply temporary staff compliant with background check requirements as determined by the Department.

E. The Contractor shall be responsible for reviewing and screening all candidates submitted in response to DVS requests to ensure that any candidate forwarded to the DVS for consideration is eligible to perform work in the U.S. and meet the specialized skill requirements indicated in the position descriptions/requests.

F. All potential temporary candidates referred by the Contractor may be interviewed by the requesting department.

G. Notification of openings. The DVS shall electronically notify Contractor of weekly openings on the Tuesday prior to the week the openings are needed. DVS reserves the right to send subsequent electronic notifications for any additional openings that arise.

IV. Current Openings for Fill under this Solicitation A. The DVS is looking for Agency staff to cover open shifts as needed. Shifts will be determined at the time of need. DVS operates on a 24/7 schedule. Boiler House shifts are scheduled as follows.

· 1st shift 07:00am – 03:00pm

· 2nd shift 03:00pm -11:00pm

· 3rd shift 11:00pm -7:00am

· Shifts are subject to change at DVS’s request.

General Information:

Policy and Procedures - All contracted staff shall abide by DVS policies, procedures, rules and regulations. In addition, on-site resources must provide services in compliance with all applicable federal, state, and local laws. Some policies are reviewed on an annual basis and are updated and revised as necessary to include the addition of new policies on an as needed basis; therefore, the Contractor must continue to review the policies on a regular basis, and update, as necessary.

While every effort will be made to communicate with the Contractor prior to any action, the DVS reserves the right to remove any resource or Contractor personnel at DVSs sole discretion.

The DVS shall not be responsible for payment of wages, salaries, and other compensation, benefits, unemployment insurance, workers’ compensation, social security, or other payroll taxes for staff provided to the DVS by the Contractor.

Appropriate Work Attire. The contractor shall ensure that temporary staff assigned to a DVS location shall follow our work attire policy followed by our Maintenance Department. Clothing is to be clean, without holes or tears. Also permitted are long or short sleeve shirts comfortable to work in, without subversive language or logos/symbols. Also permitted are jeans or trousers (no holes), and closed toed non-slip work shoes or boots.

Contractors may be required to wear a mask during work if required at the Ohio Veterans Home by the Superintendent or Infection Control.

Any temporary staff who does not wear Appropriate Work Attire may be sent away and may not return until wearing Appropriate Work Attire. Any temporary employee sent home for not wearing Appropriate Work Attire shall not be considered Cancelling a Shift.

Temporary staff shall NOT be guaranteed a certain number of hours per day, days per week, or weeks per year. The DVS shall not agree to long-term assignments for temporary staff to work in any DVS location.

Cancelling a Shift-The DVS reserves the right to cancel contract staffing shifts. DVS shall detail the call off process after award of the contract.

Temporary staff sent home for cause (i.e., illness, lacking appropriate work attire, etc.) shall not be considered Cancelling a Shift.

The DVS retains sole final authority to determine that any contractor is permitted to work in the Veterans Home and may prohibit any of Contractor’s staff provided pursuant to this Agreement from the building or from working at an Ohio Veterans Home location at DVS’s sole discretion. No payments shall be made for staff prohibited in this way. Contractor is responsible for supplying replacement staff, should any of its supplied staff be prohibited under this section.

A. Prohibition on Hiring. Under no circumstances is Contractor to hire any current DVS employee. Contractor may hire a former DVS employee provided that employee has not worked for Department in over 365 days. This provision is waivable at the sole discretion of DVS.

B. The Ohio Department of Veteran Services, Ohio Veterans Homes operates on a 24/7 schedule, 365 days a year. Specific schedules, defining hours/days will be specified by the DVS.

C. Awarded Contractor shall be required to maintain a time log for employees. Temporary staff are required to utilize the OVH timekeeping system, currently Kronos Workforce Central for clocking in and out for their shift.

D. Contractors must always display an Ohio Veterans Home photo identification badge while on the grounds of a DVS location. OVH shall issue temporary staff a photo identification badge.

i. Any contractor not wearing an OVH photo identification badge may be denied entry to a DVS location and/or sent home. Temporary Staff sent home for this reason shall not be considered Cancelling a shift.

ii. All badges, keys, fobs, and all other DVS materials must be returned to an OVH Maintenance Supervisor or to the OVH Police Department on the staff member’s final day of work at DVS.

iii. In the event that an OVH photo identification badge is damaged, worn out, or not working properly a replacement badge shall be issued at no charge.

iv. A $20.00 replacement fee shall be charged in the event that an OVH photo identification badge is lost and/or not returned.

E. Contractor shall not charge a different rate for hours worked on weekends (Saturday or Sunday), and/or Holidays, and no shift differential shall be paid.

Invoicing

A. Invoice Processing - The Contractor shall be responsible for ensuring that its temporary employees enter time weekly for approval by the appropriate person within the DVS receiving the services.

B. The DVS will pay invoices in accordance with the Contract terms and conditions.

C. Contractor shall electronically send invoices to invoices@dvs.ohio.gov. DVS shall not be required to access another system to obtain invoices.

D. The Contractor shall submit invoices to the DVS in a timely manner. All invoices shall include, but not limited to:

i. Unique Invoice Number,

ii. Invoice Date,

iii. Purchase Order Number,

iv. Contractor Name, Address and Remit to Information,

v. Name of temporary employee,

vi. Location that services were performed,

vii. Description title,

viii. Hourly bid rate,

ix. Date/hours worked.

II. Term of Contract

A. Any subsequent agreements or contracts arising from this solicitation shall begin August 2025 and the term of the contract shall be until June 30, 2026, unless it is terminated earlier.

B. As a condition of any award resulting from this solicitation and subject to mutual agreement, the period covered by the ensuing contract under the same terms and conditions stated herein can be extended for two (2) additional years in one (1) year increments.

C. Position hourly rates may only be re-negotiated if the original contract is extended and will be in effect for the term of the extension. All item price changes shall be approved by DVS in writing prior to going into effect. DVS reserves the right to refuse position hourly rates changes.

III. Bid Awarding Process

The Company considered for award is required to complete an Affirmative Action Plan, or accept the States Plan and affirm being in compliance with the requirements of ORC 125.111 prior to being awarded a contract (Reference Material attached in Documents).

Contractors must agree to our State of Ohio Contract (Sample in Documents).

The intent is to award this solicitation to the Company able to provide services at the earliest possible start date, and lowest most responsive and responsible bidder.

IV. Bid Submission

All submitted bids must be submitted in OhioBuys using the item grid.

COST SUMMARY

CONTRACTOR

Service

Stationary Steam Engineer

More than 500hrs

High Pressure Boiler Operator

More than 500hrs

Total 500hrs

The accuracy of the Offer is the sole responsibility of the Contractor. No changes in the Offer shall be allowed after the date and time that the Offers are due.

DVS will apply the Veterans Friendly Business Enterprise preference as required by R.C. § 9.318 and OAC 123:5-1-16.