VAPAHCS Heart Transplant Lodging PWS.docx

Performance Work Statement Temporary Lodging for Pre- and Post-Heart Transplant Patients

The Veterans Affairs Palo Alto Health Care System (VAPAHCS) located in Palo Alto, California requires temporary lodging for veterans and families who are under the care of the VA Palo Alto Heart Transplant Program (VAPAHTP) and/or undergoing medical treatment through the VAPAHCS deemed necessary by the VAPAHTP. The Contractor’s facility is a non-clinical area that does not provide medical or nursing care. Veterans referred to the Contractor’s facility shall be medically stable and able to care for themselves and/or family members independently. The Contractor’s facility must be within 10 miles of the VAPAHCS.

2. Specific Contractor Tasks Contractor shall at all times provide two ground-floor rooms on a guaranteed basis. These two rooms will be available 24 hours a day, 365 days a year. Additional rooms requested by the VAPAHTP will be based on availability. One room shall be handicap accessible. The Contractor’s facility will have handicap parking spaces in front of the main entrance. Veterans and/or families may park their vehicles in the parking lot at no additional charge.

One room will be assigned to each family. Each room will come with two (2) queen-sized beds that can accommodate up to four (4) guests. One roll-away bed will be available upon request. The maximum number of guests in each room is five (5), at no additional charge. Minor children are allowed to stay at the Contractor’s facility, under adult supervision. Up to 2 dogs and/or cats are allowed to stay with each family.

Each room will be equipped with a kitchenette, which includes a refrigerator, microwave, hot burner, pots, pans, plates, cups, and utensils.

Lodging at the Contractor’s facility is available only to veterans and their family, with the expressed authorization, whenever possible, from the VAPAHTP. If authorization has not been given prior to check-in and it is after normal business hours (Monday – Friday 8:00am – 4:30pm), the Contractor facility can provide housing, if space is available, for one night only. The Contractor must contact the VAPAHTP’s Administrative Coordinator at 650-493-5000 ext. 61475 the next morning for approval for continued lodging. For Saturday and Sunday authorizations, the Contractor can call the Stanford Page Operator at 650-723-6661 and ask to page Dr. Karim Sallam, the VAPAHTP’s Medical Director.

The VAPAHTP is not responsible for costs incurred for any nights beyond the first night without expressed authorization. Additionally, the VAPAHTP is not responsible for any room services/charges (e.g., TV, phone, fax, etc.) or damages. Any fees incurred beyond daily lodging costs will be the Veteran’s responsibility.

The length of stay will be determined by the VAPAHTP based on the Veteran’s medical needs.

Visitors are allowed at the Contractor’s facility. If accompanied by the Veteran or Veteran’s family member, visitors are not required to sign-in at the front desk. Visitors are allowed at the Contractor’s facility 24 hours a day.

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2.1. SERVICES REQUIRED: The Contractor shall provide a clean living space (e.g., rodent-free, mold-free, etc.) with the following services provided to:

2.1.1. Pre-transplant veterans on the heart waitlist, prior to check-in

2.1.1.1. Shampoo carpet

2.1.1.2. Clean all window treatments

2.1.1.3. Clean or replace all vent filters

2.1.1.4. Replace all bed linens

2.1.2. Recently transplanted veterans discharged from either Stanford University or VAPAHCS to the Contractor’s facility (length of stay approximately 3 months), prior to first day of return to the Contractor’s facility

2.1.2.1. Shampoo carpet

2.1.2.2. Clean all window treatments

2.1.2.3. Clean or replace all vent filters

2.1.2.4. Replace all bed linens

2.1.3. All veterans referred to the Contractor’s facility by the VAPAHTP

2.1.3.1. Guest rooms are cleaned every morning by the Contractor facility’s housekeeping staff. This includes fresh towels, vacuuming of room, and emptying of trash on a daily basis. Guests not wishing to be disturbed may place a “Do Not Disturb” sign on the door and the housekeeping staff will clean the room at a later time.

2.1.3.2. Change of bedding every 3 days or sooner if warranted

2.1.3.3. Wireless internet connection, in both private and public spaces, will be available at no additional charge.

2.1.3.4. Continental breakfast will be available every morning at no additional charge.

2.1.3.5. Laundry machines (e.g., washer and dryer) will be available on the Contractor’s premises. Veterans will be responsible for their own laundry costs.

3. CONTRACTOR RESPONSIBILITIES

3.1. ADMINISTRATIVE: The Contractor shall perform administrative services, which include, but are not limited to, the following:

3.1.1. Lodging at the Contractor’s facility is available only to veterans and their family, with the expressed authorization, whenever possible, from the VAPAHTP. If authorization has not been given prior to check-in and it is after normal business hours (Monday – Friday 8:00am – 4:30pm), the Contractor’s facility can provide housing, if space is available, for one night only. The Contractor’s facility must contact the VAPAHTP’s Administrative Coordinator at 650-493-5000 ext. 61475 the next morning for approval for continued lodging. For Saturday and Sunday authorizations, the Contractor’s facility can call the Stanford University Page Operator at 650-723-6661 and ask to page Dr. Karim Sallam, the VAPAHTP’s Medical Director.

3.1.2. The Contractor’s staff must review the Contractor’s facility’s guidelines and regulations with the veteran and/or family members upon arrival/check-in. Guests will be notified that failure to abide by the Contractor’s facility’s guidelines and regulations may result in them being asked to leave.

3.1.3. Any Contractor complaint must be brought to the attention of the VAPAHTP’s Administrative Coordinator or Medical Director within 24 hours, who will then work with the Contracting Officer’s Representative (COR) and Contracting Officer (CO) to resolve the issue. This must happen prior to any veteran being asked to leave the Contractor’s facility.

3.1.4. Patient safety incidents must be reported within 24 hours using Patient Safety Report. As soon as practicable (but within 24 hours), the Contractor shall notify COR of incident and submit to the COR the Patient Safety Report, following up with COR as required or requested.

3.1.5. Invoices must be faxed to the VAPAHTP Administrative Coordinator by the 5th of each month. Payment for services will not be made until all required documentation related to the service provided has been submitted. This will involve ensuring the referral dates match the actual length of stay for each veteran and to resolve any discrepancies if necessary.

3.1.6. The Contractor will not bill veterans for the cost of the room. Any charges incurred beyond the costs of the daily room rate will be charged to the veteran.

3.2. PERFORMANCE STANDARDS, QUALITY ASSURANCE AND QUALITY IMPROVEMENT

3.2.1. The Government reserves the right to refuse acceptance of Contractors at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractors conduct. The final arbiter on questions of acceptability is the CO.

3.2.2. The CO shall resolve complaints concerning Contractor and/or Contractors relations with the Government employees or patients. The CO is final authority on validating complaints. In the event that The Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse.

3.2.3. Quality Improvement: Contractors shall participate in Quality Improvement, and Performance Improvement activities with staff. The Government may evaluate the quality of professional and administrative services provided, but retains no control over the professional aspects of services rendered. Contract personnel shall be subject to Quality Management measures, such as patient satisfaction surveys and timely submission of invoices.

3.2.4. In order to adequately document services provided under this contract, a record keeping system shall be established and implemented by the COR. The COR is responsible for verifying the number of veterans who stayed at the Contractor’s facility and the length of stay.

3.2.5. Quality Assurance Surveillance Plan – incorporated herein as Attachment A.

3.2.6. REQUIRED REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS)-

3.2.6.1. As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing. To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past Performance Information Retrieval System (PPIRS) database, which is available to all Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

3.2.6.2. Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil. Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684-1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor’s registered representative.

3.2.6.3. For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

3.2.6.4. Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

4. GOVERNMENT RESPONSIBILITIES

4.1. The VAPAHTP: Transplant Coordinator will determine each veteran’s medical stability, self-care, and ability to stay in an unsupervised setting. If eligible, the VAPAHTP Transplant Coordinator and/or Administrator will call the Contractor’s facility to make reservations for the veteran. The VAPAHTP will contact the veteran to confirm lodging reservations.

4.2. Oversight of Service/Performance Monitoring: Contract Administration: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to:

The CO for this contract is TBD

The COR for this contract is:

Name: Son Nguyen Phone: (650) 493-5000 x67399 Email: Son.Nguyen1@va.gov

4.3. CO Responsibilities: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

4.3.1. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

4.3.2. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for the contract staff to be provided by the VA or the contract agency as indicated; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract.

4.4. COR Responsibilities:

4.4.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor or Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

4.4.2. The COR will be responsible for monitoring the Contractors performance to ensure all specifications and requirements are fulfilled.

4.4.3. The COR will maintain a record-keeping system of services by reviewing the QASP, CPRS, and invoices submitted by the contractor. The COR will review this data on a regular when invoices are received and certify all invoices for payment. Any evidence of the Contractor's or Contractor’s staff non-compliance as evidenced by the monitoring procedures outlined in the QASP shall be forwarded immediately to the Contracting Officer.

4.4.4. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

4.4.5. All contract administration functions will be retained by the VA.

End of PWS