Statement of Work Protestant Chaplaincy Services SEVC.docx

STATEMENT OF WORK AND REQUIREMENTS

FOR CHAPLAIN SERVICES FOR

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS AFFAIRS

1. CONTRACT OVERVIEW: This Contract for Protestant Chaplaincy Services (identified here and in the other documents as the “Contract”) will cover the requirements for Protestant Chaplaincy Services as listed in the Scope of Work.

2. SCOPE OF WORK: The Contractor shall directly provide Pastoral and other Religious services to the residents at the Southeastern Veterans Center (SEVC), One Veterans Drive, Spring City, PA 19475 on a continuing and as needed basis. Compliance with contractual specifications will be under the direction of the Southeastern Veterans Center Commandant or designee. Services on this contract will be on a consultant basis as an independent contractor, not as an employee of the Commonwealth.

The awarded Contractor plans, arranges for, and conducts regular and special formal religious services for the facility residents; such as; Sunday Services; Sick Calls; Hospital visitations; and all other ministries as requested by the facility.

The awarded Contractor also acquaints residents with the worship opportunities and religious ministry available to him/her.

It is the responsibility of the awarded Contractor to obtain a replacement of Chaplain in a reasonable amount of time (not to exceed 2 weeks) if for any reason; the awarded Contractor is unavailable for a lengthy amount of time. If the awarded Contractor is unable to provide a Sunday service they must supply the facility with a replacement.

3. SUPPLIER REGISTRATION: Supplier Registration is active via the Supplier Portal. All procurement suppliers are encouraged and required to log on to www.pasupplierportal.state.pa.us to enter a new registration, or to validate their existing account with the Commonwealth. No contract can be awarded to a supplier that has not registered and obtained an SAP/SRM vendor number to do business with the Commonwealth.

4. FACILITYACCESS: All individuals working on-site for the awarded Contractor or Subcontractors will be required to report to (Specify facility location) to obtain badges or sign in prior to the commencement of work under this Contract.

5. TERM OF CONTRACT: The term of the Contract shall commence on the Effective Date (as defined) and shall end on the Expiration Date identified in the Contract, subject to the other provisions of the Contract. The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the "Valid from" date printed on the Contract, whichever is later. It is DMVA’s intention to establish a three (3) year contract with the option for two (2) renewal years, one year at a time.

*The awarded vendor and the Department of Military and Veterans Affairs will negotiate any percentage increase for each renewal year.

6. METHOD OF AWARD: Award will be made to one responsible and responsive bidder who meets the “Eligibility Requirements”.

7. RESULTS OF AWARD: The result of this bid will be a Purchase Order (“PO”) based Contract executed” copy of the Contract and a notice to proceed. In the case of a PO based Contract, the Contract will not be valid until the Contractor has received a “fully executed’ copy of the PO and a notice to proceed. The awarded Contractor should not proceed with providing any goods or services until they have received the “fully executed” documents and a notice to proceed.

8. PRICING AND BILLING REQUIREMENTS: The awarded Contractor will bill DMVA for services provided under the awarded contract as specified. Pricing will be a flat fee for each year. The awarded Contractor will submit a monthly invoice for services rendered.

Questions regarding the bid documents shall be referred to:

9. BID ELIGIBILITY, SUBMISSION REQUIREMENTS, AND INQUIRIES: To be eligible for this Contract, the Contractor shall provide all required bid documents as stated in the bid solicitation. Bidders who fail to provide this information and any other required bid response documents with their bid response may have their bid rejected.

Contractors will submit their bid packages electronically, via the Commonwealth of Pennsylvania’s supplier portal. All bids, submitted electronically must meet the bid submission deadline requirements. If a bid is not received by the bid opening date and time, DMVA will not consider the bid for award. The Commonwealth reserves the right to reject any and all bids, to waive technical defects or any informality in bids, and to accept or reject any part of any bid if the best interests of the Commonwealth are thereby served.

If you experience complications with submission of your bid or uploading of required documents through the SRM portal, please contact the Customer Service Center by dialing toll-free (877) 435-7363 and select Option 2. Please contact the Customer Service Center and/or the listed agency point of contact (POC) with ample time for resolution no later than twenty four (24) hours prior to the bid opening deadline. All questions relevant to the bid submission requirements must be addressed via email to the POC listed in the Inquiries portion below, prior to the bid opening deadline.

You may refer to the SRM Bidding Reference Guide on the Supplier Portal at www.pasupplierportal.state.pa.us for further details on attaching documents to your bid and bidding instruction.

Questions regarding the bid documents shall be referred to:

Karen Turns, Department of Military and Veterans Affairs, Procurement & Contracting Bldg 0-47, Fort Indiantown Gap, Annville, PA 17003-5002.

Phone: 717-861-6249 Fax: 717-861-2932 E-mail: kturns@state.pa.us

DOCUMENTS TO BE RETURNED WITH BID: The following documents must be completed and returned with your bid response:

· Invitation for Bid

· Contractor Information Sheet

· Attestation Form

· Annual Tuberculosis Assessment Form

10. RESIDENTS OPTION OF SERVICES: Each resident of the (Southeastern Veterans’ Center) reserves the right to accept or reject participation in the service offered under the awarded Contract. The residents or residents’ families may choose to obtain these services from another vendor at their own discretion and expense.

11. ESTIMATED QUANTITIES: Quantities will be estimated. DMVA reserves the right to increase or decrease quantities based on actual need. The Contractor will be paid for services and supplies satisfactorily delivered. Any quantity increases or decreases must be preapproved by the contracting agency prior to delivery of the goods or services.

12. LIKE SERVICES; DMVA reserves the right to include additional like services to the contract if a future need arises.

13. QUALIFICATION/SCOPE OF WORK CHANGES: DMVA reserves the right to change qualifications and or scope to enhance the success of the service, work by issuing a flyer and posting it to the DGS website prior to bid opening date.

All flyers must be signed and returned with bid submission.

14. PERSONNEL: The Contractor’s personnel shall complete all required services within the specified hours of service. By mutual agreement with the Contractor DMVA may modify the specified hours of service to meet the facility’s needs.

15. SERVICE DEFICIENCIES: DMVA will notify awarded Contractor verbally and in writing of any unsatisfactory services rendered. The Contractor shall correct the deficiency within the timeframe as specified by DMVA after such notification. If service deficiencies are ongoing and documented, DMVA will issue a Cure letter to the awarded Contractor, stating the ongoing deficiencies, with a requirement that the awarded Contractor submit a formal Plan of Corrective Action for resolution of the deficiency issues, as specified in the letter. The formal Plan of Correction must be submitted to DMVA within ten (10) calendar days of the date on the Cure letter. Ongoing service deficiencies that are not resolved may result in termination of the contract.

16. INVOICING: Awarded Contractor must reference purchase order number on all Invoices should be submitted to the following address:

17. CONFIDENTIALITY: The Contractor shall maintain as confidential all information relating to the policies and procedures and records of the Veterans Homes, including all resident medical records and maintain such records in a secured locked fashion and in compliance with the Health Insurance Portability and Accountability Act (HIPAA). The contractor will be required to adhere to the requirements of the Business Associate Agreement (see attached).

18. MEDICAL SCREENING: The Awarded Contractor will present proof for all staff assigned to the Southeastern Veterans’ Center (Home) of having received a current, completed two-step tuberculin skin test (TST) using the Mantoux PPD (purified-protein-derivative), with negative/no reaction result, within the past ninety (90) days. All staff assigned to the Home must have annual TST testing performed and shall provide the Home with the negative/no reaction documentation. A physician at the Home will evaluate any person with a known history of having a positive TST before that individual is permitted to work at the Home. For those individuals with a prior positive TST, a risk assessment questionnaire for tuberculosis must be completed annually (See attached Annual Tuberculosis Assessment questionnaire). The TST is safe for infants, children, pregnant women, HIV-infected people, or those who have been vaccinated with the TB vaccine bacilli Calmette-Guerin (BCG). It is the Contractor’s responsibility to make sure that the Home is provided with the most current documentation throughout the term of the Contract. Failure to provide the required documentation will be interpreted as the Contractor not complying with the Terms and Conditions of the Contract.

19. INSURANCE: Contractors are required to have in place during the term of the contract and any renewals or extensions thereof, the following types of insurance, issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of Pennsylvania.

Worker's Compensation Insurance for all of the Contractor's employees and those of any subcontractor, engaged in work at the site of the project as required by law.

20. DOCUMENT PROVISION: The awarded Contractor is responsible for providing all required documentation, Ref. paragraph #24, to the DMVA POC:

21. MALPRACTICE INSURANCE: The Contractor shall, at all times during the term of this agreement, carry at his/her sole expense appropriate liability insurance, including malpractice coverage.

22. ONGOING SCREENINGS: The Awarded Contractor is responsible for providing required information on Appendix “B”, Provider Screening of Employees and Contractors Attestation Form to comply with the Medical Assistance Bulletin (attached). This attestation must be provided directly to the Southeastern Veterans’ Center upon hiring or assigning individuals to the Southeastern Veterans’ Center and monthly thereafter. In the event one of the Awarded Contractor’s employees or their subcontracted employees, are identified, it is the Awarded Contractor’s responsibility to suspend the individual from the Southeastern Veterans’ Center immediately and ensure the proper levels of care continue to be met with an appropriate, equivalent substitution. It is the Contractor’s responsibility to make sure that the Southeastern Veterans’ Center is provided with this documentation throughout the term of the Contract. Failure to provide the required documentation will be interpreted as the Awarded Contractor not complying with the Terms and Conditions of the Contract.

23. REPORTING REQUIREMENTS: The Awarded Contractor must supply current copies of any required reports, inspection documentation, and/or certificates that are required of him/her to provide the relevant service in the Commonwealth of Pennsylvania, as specified in the Statement of Work. This documentation must be provided to the designated point of contact at the specific program office or facility where services are being provided. The Awarded Contractor must mail, fax, or hand deliver copies of all necessary information to the Southeastern Veterans’ Center where services are to be provided, within the timeframe as designated in the Statement of Work. It is the Contractor’s responsibility to make sure that the Southeastern Veterans’ Center is provided with the most current documentation throughout the term of the Contract. Failure to provide the required documentation will be interpreted as the Contractor not complying with the Terms and Conditions of the Contract.

24. LICENSING, CREDENTIALS: The Awarded Contractor represents that he/she is appropriately licensed and is in good standing in his/her profession.

The Awarded Contractor must supply current copies of credentialing, licenses, regulations, and/or certificates that are required of him/her to provide the relevant service in the Commonwealth of Pennsylvania. This documentation must also be provided for all of the Contractor’s staff providing services in the appropriate DMVA facility. The awarded Contractor must also supply the above items if staff is added or changed during the term of the contract. The Division of Procurement and Contracting will notify the awarded Contractor(s) with the copy of the Contract which contains notice to proceed language and the Contractor must mail, fax, or hand deliver copies of all necessary information to the Southeastern Veterans’ Center where services are to be provided, prior to proceeding with services. It is the Contractor’s responsibility to make sure that the Southeastern Veterans’ Center is provided with the most current documentation throughout the term of the Contract.