Statement of Work.pdf

STATEMENT OF WORK

El Paso Veterans Affairs Health Care System (ELPVAHCS) Wayfinding System Updates Service Contract

DESCRIPTION OF SERVICES:

The Contractor shall provide Wayfinding System updates to the VISN 17 El Paso Veterans Affairs Health Care System (EPVAHCS), Main Clinic located at 5001 N. Piedras in El Paso Texas. The Contractor shall furnish all personnel, equipment, tools, materials, transportation, management supervision, and other items and services necessary to design, fabricate, replace old and install new interior wayfinding sign system components, to include but not limited to room identification signs, informational signs, directional wayfinding signs, code/life safety signs, interactive/programmable/digital wayfinding sign devices.

All work performed under this contract shall come in the form of service requests by the COR. The Contractor shall provide a quote which will be evaluated and approved by the COR. The COR in turn shall forward the quote to the Contracting Officer for their subsequent evaluation and approval.

Payment shall only be made on work previously quoted, approved by the VA and completed 100% by the Contractor, including any inspections required. All work performed under each option year shall not surpass the threshold limit. Base Year = $75,000.00, Years 1 -3 = $45,000, and Year 4 = $40,000. In the event that the threshold is reached, and the COR determines that additional work is needed, a contract modification shall be requested to the CO to increase the threshold for that respective option year. If the threshold is not reached, the COR will request a contract modification to the CO to decrease the threshold for that respective year.

The EPVAHCS reserves the right to add or delete service based on demand. Changes shall be addressed in a written bilateral modification to this contract issued by the Contracting Officer.

WAYFINDING SYSTEM UPDATES MANAGEMENT RECORDS:

Updates shall be recorded at minimum with a narrative report, update tracking list, photos, drawings, etc. to be provided monthly.

CONTRACTOR’S PERSONNEL:

Contractor will assign a Project Manager (PM) in writing, who will be the key point of contact for VA when communication with Contractor is necessary throughout the performance of this contract. All proposed substitutions are to be submitted to the Contracting Officer in writing, at least 30 calendar days in advance of the proposed effective date. Work will be accomplished Monday through Friday 3:00 p.m. to 11:00 a.m. excluding Federal holidays. Work performed outside these hours must be approved and coordinated with COR. Contracting personnel working on-site at any VA location shall adhere to the rules and regulations in place at the specific VA location.

Contractor's employees are required to wear VA’s visitor’s tag or badge while on the premises of the VA. Police Services, 3rd floor, Room A308 will provide Contractor's employee with a visitor’s badge. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. Parking at the South parking lot is prohibited since this is a patient reserved area. The VA will not invalidate or make reimbursement for parking violations of the Contractor or Contractors' employees under any conditions. The COR will not be responsible for monitoring employee attendance on the job. The VA’s Safety Service shall brief Contractor's employees in emergency procedures, such as Fire Safety. Possession of weapons is prohibited. Enclosed containers, including personnel items, shall be subject to search. Violations of VA regulations may result in citation answerable in the United Sates (Federal) District Court, not a local district, state, or municipal court.

NO SMOKING POLICY:

All Contractor personnel are subject to and must comply with all Federal, State, and Local Policies, Rule and Regulations. As an example, the South Texas Veterans Health Care System (STVHCS) is a non-smoking facility except in designated areas. Executive Order No. 13058 Protecting Federal Employees and the Public From Exposure To Tobacco Smoke in the Federal Workplace Applies.

STRICT ADHERENCE TO FEDERAL, STATE, AND LOCAL POLICIES, RULES, AND

REGULATIONS WILL BE ENFORCED. VIOLATORS MAY BE SUBJECT TO FINES.

If work is to be done outside of the Department of the Veterans Affairs, i.e., Lease Building, smoking is strictly prohibited in the building and on the rooftop. The Contracting Officer may remove Contractors not adhering to these rules.

The Contractor shall at all times keep the work area, including storage areas, free from accumulations of waste materials. Before completing the work, the Contractor shall remove from the work and premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition satisfactory to the COR.

CONTRACTOR RESPONSIBILITIES:

The Contractor shall be responsible for any and all liability actions or suits when the Contractor is at fault or negligent in the performance of maintenance activities. Pecuniary liability is also included for any and all damages to VA buildings and equipment caused by telephone system maintenance activities. The Contractor shall comply with all local building and fire codes in addition to VA policy and procedures at the site.

The Contractor shall be responsible for protecting the personnel furnishing services under this contract.

The parties agree that such personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

Contractor is responsible for conducting a site visit to inspect the site where the work will be performed to evaluate and identify specific needs. Site visits may be arranged during normal duty hours by contacting the COR.

QUALITY CONTROL:

Contractor shall develop and maintain a quality control program to ensure services are performed in accordance with commonly accepted commercial practices. Develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor will provide a named individual to serve as the POC for quality control issues/complaints.

The Government and the Contractor shall jointly cooperate in the development and implementation of a Quality Assurance Plan. The QAP shall document the process that will verify and validate quality assurance in compliance with the contract requirements and ensure these requirements meet the Government’s expectations. This QAP shall consist of a Government approved QA process, periodic quality briefings within the Interim Baseline Review (IBR) process, and Government surveillance.

The Contractor shall develop a QAP that provides for the monitoring of the quality of the services, work products, and deliverables required under the contract. The Contractor shall develop the QAP based on accepted industry standards. The QAP shall also include, at a minimum, a description of the following key activities:

• Establishment of capable processes,

• Monitoring and control of critical processes and product variation, and

• Continuous process improvement.

A draft QAP shall be submitted with the proposal for Government review. If the contract DO is awarded, the final QAP shall be due fifteen (15) calendar days after the PoP start date. Once approved, the QAP becomes final and unless modified, governs all QA procedures for the balance of the contract performance.

During performance of the contract, the Contractor shall maintain a QA inspection system that contains procedures and processes that are consistent with the monitoring and control processes identified in the approved QAP.

The final, approved QAP shall provide for the Contractor to conduct periodic briefings to the Government. The QA briefings shall address any and all quality issues uncovered by the Contractor since the previous briefing. Prior to the briefing the Contractor shall document the root cause of the problem and provide a description of the corrective action taken (or being taken). The corrective action shall be consistent with the Contractor’s continued process improvement and field feedback mechanisms identified in the approved QAP.

The Contractor shall maintain records documenting all corrective actions and process improvements undertaken during contract performance. The records shall validate the Contractor’s compliance with the processes contained in the QAP. The Contractor shall make the records available to the Government during contract performance and for a period of five (5) years after final payment under the contract.

PAYMENT:

Services shall be paid only for work performed and completed. Government approval of invoices may be withheld, or payment reduced, until all due deliverables have been received.

NONPERSONAL SERVICES:

A nonpersonal services contract is defined in FAR 37 as a contract under which the personnel rendering 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.

The Contractor will perform independently and not as an agent of the government. The ordering activity may evaluate the quality of professional and administrative services provided but retains no control over professional aspects of the services rendered.

COMPUTER SECURITY REQUIREMENT:

“Contract personnel performing work under this contract shall satisfy all requirements for appropriate security eligibility in dealing with access to sensitive information and information systems belonging to or being used on behalf of the Department of Veterans Affairs. The cost of the background investigations is borne by the Contractor. Currently, the VA will pay for the investigations and the Contractor will then reimburse the VA. To satisfy the requirements of the Department of Veterans Affairs a Minimum Background Investigation shall be conducted prior to performing work under this contract. The level of access and the individual’s capability to perform work under this contract will be the determining factor in deciding if a higher investigative requirement is needed. The Contractor shall ensure that those requirements are fully satisfied within 30 days of initiation of such investigations. The investigative history for contract personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the Contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations.”

ACCREDITATION:

The C&A requirements do not apply, and a Security Accreditation Package is not required.

INFORMATION SYSTEMS OFFICER/INFORMATION PROTECTION:

The Contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services.

PRIVACY OFFICER:

The Contractor will/will not have access to Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA.

PERSONAL SCREENING:

The Contractor staff and Subcontractors must complete background screening before access is permitted to VA systems.

TRAINING:

Contractor personnel performing the same duties as employees shall be required to attend the same security training.

RECORDS:

“Contractor personnel who obtain access to hardware or media which may manipulate or store any sensitive information protected under 38 USC 4132 or 3305, as defined by the Department of Veterans Affairs, must not access information unless absolutely necessary to perform their contractual duties. Disclosure of any sensitive data obtained during the performance of the particular contractual duty is prohibited. Violation of these statutory provisions may involve imposition of criminal penalties.”

SYSTEM SECURITY:

“The Contractor shall provide VA with full assurance that security measures have been implemented which are consistent with all CHA, VA, and other federal standards and guidelines.”

PROCEDURES FOR USER ACCESS:

“Access requirements to VA information systems by Contractors and Contractor personnel shall meet or exceed those requirements established for VA employees as described in VA’s AIS Security Directive and the accompanying AIS Security Handbooks.”

FINAL ACCEPTANCE:

The VA and the Contractor shall jointly conduct a Final inspection of all system components and work performed as they are completed.

APPLICABLE PUBLICATIONS AND STANDARDS:

Except where a specific date is given, the issue in effect (including amendments, addenda, revisions, supplements, and errata) on the date of this Proposal Request, shall be applicable. In text, such publications are referred to by basic designation only.

GOVERNMENT STANDARDS:

• FEDERAL ACQUISITION REGULATIONS (FAR)

• DEPARTMENT OF VETERANS AFFAIRS ACQUISITION

• REGULATIONS (VARR)

• DEPARTMENT OF VETERANS AFFAIRS OFFICE OF CONSTRUCTION & FACILITIES

MANAGEMENT TECHNICAL INFORMATION LIBRARY (TIL)

NON-GOVERNMENT STANDARDS:

The Contractor shall operate under, but not limited to, the following national codes, telecommunications industry standard and practices:

• International Building Code

• Americans with Disabilities Act (ADA)

• National Fire Protection Association (NFPA)

NARA Records Management Language for Contracts

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. El Paso Veteran Affairs Health Care System (EPVAHCS) and its Contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation.

Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with

36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-Contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-Contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The EPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

(End of Statement of Work)