Bid Opportunity: S201--Durable Medical Equipment (DME) Cleaning and Janitorial Services for VA Palo Alto Campus In Accordance with the Performance Work Statement

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S201--Durable Medical Equipment (DME) Cleaning and Janitorial Services for VA Palo Alto Campus In Accordance with the Performance Work Statement

Category: S - Utilities and Janitorial Services

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Bid Details

     
Type:   Bid
Agency Type:   Federal
State:   California
Date Entered:   01/14/2023
Due Date:   02/13/2023
Agency:   VETERANS AFFAIRS, DEPARTMENT OF, CA
Description:   PERFORMANCE WORK STATEMENTPerformance Work Statement (PWS)Durable Medical Equipment (DME) Cleaning Services for Palo Alto VA 1.0 General Information: The Contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents. The Contractor shall commence all operations required by the contract as of the first day of the contract period.1.0. a Period of Performance (POP): The performance period is one (1) Base Year, plus four (4) Option Years.The contractor shall perform direct daily cleaning (1st shift,2nd Shift, and Weekend) operations of DME equipment. The VA Palo Alto will provide all the required cleaning supplies, equipment and training to contractor personnel and contractor will perform DME cleaning functions under the supervision of VA supervisor. The VA Palo Alto supervisor/site manager will also develop daily cleaning schedules, assign locations to contractor employees, and make quality control inspections as needed basis. The contractor employees will coordinate with nursing and bioengineering personnel to perform their DME cleaning job functions efficiently. The work is not only limited to DME cleaning, but contractor employee is also responsible for performing other housekeeping functions assigned by VA supervisor on daily basis. Accomplish all work under this contract in accordance with (1) current Joint Commission Manual (JC); (2) Occupational Safety and Health Agency (OSHA); (3) Environmental Protection Agency (EPA) and Hazardous Materials requirements; (4) all regulations cited in this contract, (5) all applicable local, State, and Federal laws, regulations, codes, and directives; and (6) industry standards. JC establishes the facility and management standards for VA facilities. The VA is committed to maintaining JC approved health care facilities. The Contractor's efforts shall provide the service to meet the requirements for high quality patient care, sensitivity to proper scheduling to meet medical and patient needs, and sanitation for infection control purposes.The Contractor shall also be responsible for adhering to all requirements under the Privacy Act (see FAR clause 52.224-I and 52.224-2 in Section I). Because confidential medical record information may be accessible and/or visible to contractor employees during performance of their daily duties, Contractor shall obtain a signed "Confidentiality Certificate" from each employee prior to allowing them to start work under this contract.Disclaimer: Notwithstanding any historic data furnished by or for the medical facilities, it is the Contractor s responsibility to furnish the necessary quantities of manpower (staffing) to provide satisfactory service at the medical facilities. The technical exhibits highlight cleaning tasks and schedules, but occupied area cleaning is required. This means that items/tasks identified are included but not limited to these items/tasks only. Additional cleaning required by changes in mission assignments will be affected by written contract modification.Any government drawings and technical exhibiting specific cleaning requirements for specific identified areas that exist at contract commencement date are subject to change. This does not mean that usage of the rooms will remain the same for the duration of the contract. The usage may be changed by the VAPAHCS as long as the overall scope of the work of the contract is not affected.Contractor Responsibilities: Contractor shall supply all the labor to accomplish the cleaning services described herein at the Palo Alto Division, California. All areas will be serviced based on a frequency period including all Federal holidays. Location and Hours of Operation: These technical provisions require work to be accomplished at the Palo Alto Division, 3801 Miranda Avenue, Palo Alto, California, 94304. 2.1.b Unless otherwise specified, all contractor personnel will be working 40 hours a week spread out to cover 7 days a week during 1st shift and 2nd shift (The 1st shift hours 6:00am-2:30pm and 2nd shift hours 2:00pm-10:30pm ) including the following listed holidays observed by Department of Veterans Affairs: New Year Day January 1 Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth- June 19thIndependence Day- July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th The Performance Requirements Table 2.4 (PRT) below in PWS reflects a quantification of the services; however, it is not necessarily a reflection of the total sanitation requirements, nor is it a management program. It is incumbent upon the Contractor to furnish the management expertise to accomplish not only the specific tasks specified within, but also an acceptable environmental appearance that reflects accomplishments of a total program. In addition to these services, incidental tasks, not specifically tested but normally included as general practice within the housekeeping industry, will be provided by the Contractor. This is the list of DME equipment used by VA PAD. It can be updated by VA as needed basis to include the latest or new equipment.Item #Name1IV Pole2Alaris Brains3Alaris Solders4Covedien Kangaroo Pump5Bard CritiCore Monitor6SCD Machine7PCA Pump8FlowTron Excel Pump9Devilbiss Pulmo Aide Compressor10FP5000 Foot Pump11Invacare 5 Oxygen Concentrator12Laerdal Suction Unit13Ohmeda Intermittent Suction Unit14SSCOR Duet Model 2314 SeriesThe PRT indicates the minimum acceptable cleaning frequencies; however, it is the responsibility of the Contractor to re-clean in such a manner as to correct deficiencies which have been identified, recorded, and reported to the Contractor by the Contracting Officer Representative (COR) or his/her designee.Performance Requirements SummaryTasksFrequency1. Clean dirty DME in designated soiled utility room Daily/as needed2. Transport clean DME to designated clean utility roomDaily/as needed3. Transport clean DME (no IV poles) with attached work order to Bio engineering labDaily/as needed 4. Clean the area after you are done with disinfection.Daily/as needed5. Work on assigned housekeeping duties assigned by VADaily/as needed Note- Detailed DME cleaning procedure will be trained by VA staffPrior to commencing performance under this contract, the Contractor will be provided a work scheduled by VA supervisor describing how services will be accomplished. Contractor will also provide DME cleaning/housekeeping attendee services 7 days a week during 1st and 2nd shift. This service includes but not limited to making sure the DME equipment is clean, transported to designated areas and spills are cleaned up immediately. The contractor personnel can be assigned to other housekeeping functions as assigned by VA supervisor.Contractor Staffing RequirementsThe contractor shall be responsible for ensuring all employees are qualified to perform the duties of this PWS, receive training appropriate for work in a medical office setting, for maintaining patient privacy, and have the appropriate background investigation completed. Any staff assigned for the performance of this contract shall have the ability to speak and read fluently in English. Reasonable accommodation will be provided whenever possible for a contractor employee with disabilities (i.e. hearing impaired, etc.). Additional training regarding DME cleaning is mandatory before the start of work for contractor employees (including back up employees) which will be provided by VA personnel. Current written rosters of all regular and alternate employees will be provided to the COR. Employees not listed will not be allowed to work in the facility. The table below represents the projected DME headcounts. The 1st shift hours 6:00am-2:30pm and 2nd shift hours 2:00pm-10:30pm. DME Resource AllocationMonTueWedThuFriSatSun# of FTE1st Shift - Off Sat & Sun5555551st Shift - Off Mon & Tue2222222nd Shift - Off Sat & Sun4444442nd Shift - Off Mon & Tue111111Daily FTE991212123312 Note- Schedule/working hours is subject to changed based on VA needsAlternate / Backup Employees:The contractor shall ensure sufficient backup employees have the appropriate background investigation. Contact the COR for Contractor Personnel Security Requirements. The contractor shall ensure sufficient backup employees are trained/certified by VA on DME cleaning requirementThe contractor shall ensure the appropriate warning signage is displayed while performing floor mopping tasks.The contractor shall ensure all personnel associated with this cleaning and disinfecting equipment are in the proper personal protective equipment.The contractor shall ensure all personnel are in the appropriate personal protective equipment during bodily fluid clean up operations.The contractor shall ensure waste from bodily fluid clean up is disposed of IAW Hospital RMW procedures.The contractor shall ensure the appropriate Liability Insurance is current and valid for working on Federal Property .The contractor shall ensure all employees assigned to this project are certified to work in the United States in accordance with Department of Homeland Security, Employment Eligibility Verification Form I-9.All contractor personnel shall be in a contractor uniform. All employees (except administrative personnel) shall wear contractor provided standard uniforms that shall be clearly distinguishable from all VA facility uniforms. The uniforms shall be worn as designed by the manufacturer. The uniforms shall include shirt or blouse and slacks, skirt or dress. Uniforms shall be ordered within five (5) days after date of employment. Evidence of such order will be provided to the COR on request.Personnel shall wear contractor-furnished personal protective equipment as directed by VA personnel. The items shall be fluid resistant and of impervious quality.Personal Hygiene: The Contractor personnel shall be free of body odor and wear a clean uniform/clothing each day. Fingernails shall be clean and free of dirt. Hair shall be clean and neatly combed. Jewelry must be kept to a minimum.ID BADGES: All contractors shall clearly display their hospital badge. All personnel shall obtain a VAPAHCS issued ID badge from Human Resources prior to starting work or obtain temporary Clearance from the VA police prior to starting work. The badge will be displayed on the upper torso, picture side out all times. Failure to obtain or wear a badge is grounds for removal from site until the situation is resolved, i.e. No badge, no work. Contract Supervision/Shift Leader: The Contractor shall appoint a daily Work Leader Supervisors (WL) for the work being performed under the terms of this contract. The phone numbers are to be provided to the COR prior to contract commencement and updated as needed. The WL shall represent the Contractor and be capable of interpreting and implementing all technical requirements relating to the daily operation of the contract.When the Work Leader is absent more than one (1) day, but not more than five (5) consecutive working days the COR shall be notified in writing and advised of who will be the stand-in on-site representative during this absence. The Work Leader shall be available during normal duty hours for emergencies within 10 minutes and for routine matters within one hour to meet with government personnel designated by the Contracting Officer to discuss areas of concerns as needed. After normal duty hours, the standard for response to a Government inquiry shall be within 3 hours.Contractor Employee Health: Health Requirements: 3.7.1 The Contractor is responsible for reporting (to the appropriate VA Palo Alto staff member) all information necessary to ensure hospital records can be maintained correctly and therefore comply with the JCAHO, OSHA, NIOSH, and CDC employee health records requirements.The Contractor shall be responsible for ensuring that all personnel report to the appropriate government physician to receive the pre-employment examinations and immunizations/shots prescribed by the VA Palo Alto. Also, as a condition of employment, OSHA requires that all contract employees who will have occupational exposure to blood or body fluids, or other potentially infectious materials, shall receive Hepatitis B vaccine, sign an informed voluntary declination, or have documented immunity to Hepatitis B infection. Employees who sign declinations may change their minds at any time and receive the Hepatitis B vaccine without penalty.The Contractor shall provide for a TB test for all employees prior to their starting to work under this Contract. Contractor shall provide proof to the COR that all employees have received the TB test within 30 days of contract start date.The facility may take nose and throat-cultures from Contractor personnel when required by the Infection Control Committee (ICC).Facility employee health policies and regulations shall apply to contractors. A copy will be provided by COR on request.The Facility may designate an employee as being medically unfit. When an employee has been found medically unfit for working in the facility, he/she will be sent home. The Contracted employee cannot return to work until reexamined and given permission to return by a physician.Employee Background Investigations: Contractor s employees are required to have a background investigation initiated prior to performance on this contract.Miscellaneous: Contractor personnel shall not consume food, snack, drinks or tobacco products except during specified break periods in appropriate designated break/smoking areas. Unauthorized smoking, eating, theft or pilferage by contractor personnel shall constitute adequate cause for the Government to require the contractor immediately remove the offender(s) from employment on the medical facility premises for the duration of this contract.TrainingNo Contractor personnel may be assigned to work under this contract until the Training officer/supervisor of VA EMS has provided initial orientation and training as outlined in 4.4.1 4.4.19A below and has imparted any special instructions from the COR to each Contractor Employee performing under this Performance Work Statements. This training shall be accomplished during normal business hours.Documentation verifying the content of training and orientation and the names of personnel attending shall be given to the COR within 15 days after Contractor s receipt of Notice to Proceed.Contractor is required to submit to the COR documentation verifying that refresher training has been completed not less than 30 days after the last month of each contract year. DME cleaning training refresher will be provided and tracked by VA training officer.Initial training shall commence no earlier than seven (7) days prior to starting work and must be completed before work begins. The initial training plan, including topics with a brief statement of content and method of training shall be available for review by the Pre-Award Survey Team. Initial training will include but not be limited to the following topics.An orientation about DME cleaning training will be provided by VA staff on the 1st day of start of work.A general orientation of basic bacteriological concepts, including the basics of how disease is caused and transmitted, and how it can be prevented, reduced, or contained through proper environmental sanitation methods. Proper use and handling of germicidal detergents, supplies and equipment. 4.4.3* Universal Precautions.Care and maintenance of Contractor and government furnished property.Familiarization with local fire prevention and safety procedures.Familiarization with applicable facility policies/regulations and their effect on sanitation services.Familiarization with the Contractor s Procedure Manual.Individual duties and responsibilities.Procedures for replenishing cleaning supplies and obtaining equipment repair. 4.4.10* Basic orientation to the facility, function, and mission.* Hazardous Communication Standard.Utility operation and conservation.Emergency preparedness.Mercury/SpillsTB-Precautions (PPD Hep B)Radiation Training (Government-furnished), see para. 1.3.4.1.17 Chemo Waste Handling Respirator Fit Testing and Training Linen exchange services, including proper handling and care of all linens.Body mechanics/lifting.Accident reporting. 4.4.16* Sexual harassment. 4.4.17* Ethics* Confidentiality regulations (Privacy Act, Title 38 U.S.C. 5705)All applicable environmental and energy conservation objectives required for and associated with VA construction projects in general shall be incorporated into the solicitation and any resultantcontract. (See FAR Parts 2, 7, 11, 23, 36, 42, and 52; VHA Directive 2005-011, VHA Green Environmental Management System (GEMS) and Governing Environmental Policy Statement, 7 Mar 05; VA Handbook 0052, Affirmative Procurement, recycling, and Waste/Pollution Prevention programs, 14 Jun 02; and IL 049-02-7, 16 Apr 02, Executive Order 13221, Energy Efficient Standby Power Devices.*NOTE: Training materials for these items can be provided by the Government to the Contractor, upon request.Records of all employees training shall be maintained by the PM and submitted to the COR within 30 days after completion of training.TasksRemoval of Material and Equipment: Supplies and equipment are to be stored at the end of each workday only in designated areas. All empty containers and boxes are to be removed to a location(s) designated by the VA personnel.Safe Preparation and Use of Supplies and Equipment. Cleaning supplies shall be prepared according to manufacturer s recommendation. Cleaning equipment, such as vacuums and floor polishers, are to be used for the purpose of which they were designed.Warning Signs and Protective Barriers: Signs shall be placed in all direction to warn others of potentially hazardous work being performed, i.e. wet floors. Barriers shall be placed to protect persons, property, and equipment.Repair Damage: All damages caused by Contractor s personnel shall be repaired to restore the damaged item(s) to its/their previously existing condition.Building Security/Keys: 1.7.1. Written work instructions are required to implement the requirement for building security. The Contractor shall be provided keys or allowed access to all buildings and rooms/areas requiring cleaning. The Government may choose to accompany Contractor personnel when in certain secured areas. Keys provided to the Contractor shall not be duplicated nor removed from the premises of the VA Palo Alto. All keys not issued for the day shall be retained in the designated locked key box. The Contractor shall be responsible for immediately reporting the occurrence of a lost key to the COTR or the VA Palo Alto Chief Administrative Officer. The Government at the Contractor's expense (including rekeying all doors that were affected by the lost key) shall replace any keys lost by Contractor personnel. In the event a master key is lost or duplicated, the Government shall replace all locks and keys on that system and the total cost deducted from the monthly payment due the Contractor. If a standard key is lost, the Government shall replace the lock for that room and the total cost deducted from the monthly payment due the ContractorContractor s employees shall not allow anyone use of any key in their possession. They shall not open locked rooms or areas to permit entrance by persons other than Contractor employees performing assigned duties. All rooms/areas unlocked for cleaning shall not be left unattended during the cleaning process and shall be locked by Contractor personnel after completion of cleaning duties.When leaving a work area, Contractor s personnel shall turn off all lights if the area is occupied, unless otherwise directed by the COR. When Contractor s personnel open windows or doors, they will close and lock/secure them before leaving the area.Conservation of Utilities: The Contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include:Mechanical equipment controls for heating, ventilation and air condition systems shall not be adjusted by Contractor s personnel, unless otherwise directed by COR.Water faucets or valves shall be turned off after the required usage has been accomplished.Government telephones shall not be used for personnel reasons.Confidentiality of Information: In a health care setting, there are opportunities to view patient and provider-specific information. Contractor personnel must comply with Federal Confidentiality Regulations (Privacy Act and Title 38 U.S.C. 5705) and be aware of the fines (up to $20,000) for disclosure of such protected information.Government Furnished Items:The Government will provide facilities and utility services. Utilities will include electricity, water, and heating and cooling. Permanently installed eye wash facilities.All required VA Policies and Directives will be provided. Initial supplies of these items will be available on the effective date of the contract. Copies of policies and directives are maintained in Environmental Management Services (EMS). Copies may be obtained upon request to COR.The Government will provide the access to the contractor to use as an office, supply and equipment storage, and housekeeping closets. The Government will provide the following materials and equipment:Replacement dispensers will be installed by VA or under the direction of EMS personnel.Protective clothing not limited to fluid resistant gowns, shoe/hair covers and Latex/Nitrile gloves, when required by the Palo Alto VA to be worn by the Contractor's employeesLight bulbs/tubes.Transportation cartsThe Government will maintain, repair, and/or replace Government-furnished equipment.7.0 Contractor Furnished Items - All equipment, supplies (including paper towels, toilet paper, soap, etc.) are to be contractor-furnished. Contractor is responsible for having a chemical inventory on hand and Material Safety Data Sheets (MSDS) at the VA Facility for all chemicals and cleaning agent used. Contractor will not use or bring in any chemical agent to the VA Facility without an MSDS. All equipment, supplies etc. must be approved by the COR.8.0 Contractor Quality Control Program: Contractor shall have a quality control program to assure all requirements of the contract are provided as specified and in accordance with commonly accepted commercial practices. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of defective services. The contractor shall provide a Quality Control Plan within the first 30 days of contract performance and annually that supports the government s Quality Assurance Surveillance Plan (QASP) for this contract to include as a minimum:8.1. Written work instructions/procedures, and product descriptions to implement contractual obligations. The preparation and maintenance of, and compliance with, these instructions shall be audited as a function of the Contractor s Quality Program to assure compliance with or timely changes to the instructions. The COR shall be on document distribution for all formalized changes to the Contractor s Quality Control Program. The COR will request corrective action to improve the quality of patient care or cure damage to the facility.An inspection system covering the services stated in the Performance Work Statements. This inspection system shall include at a minimum, daily sampling inspection of the rooms.A method of early detection and correction of assignable conditions adverse to the quality of service, to include analysis or corrective action records (including customer complaints) in order todetermine causes of defects. This method will include providing timely written explanation/documentation of the defectiveness and correction of cause in respond to Government corrective action requests also include bacteriological monitoring when necessary.Quality Assurance Monitoring: The Government will monitor the contractor s performance to assure that the performance thresholds and standards of performance are met in accordance with the performance work statements and the QASP. In accordance with FAR 52.212-4 (a) Inspection/Acceptance the Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or re-performance of nonconforming services at no increase in contract price.The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance standards describe the minimum acceptable level of the service required for each task. These thresholds are critical to mission success.The COR will evaluate the services required by each task order to ensure compliance.The contractor shall perform all work required by the task orders in a satisfactory manner in accordance with the appropriate SOW task order sheet. The COR will not consider the task completed until all deficiencies have been corrected.The COR will receive complaints from facility personnel and pass them on to the contractor s quality inspector for correction.Performance Evaluation Meetings. The CO may require the contract manager to meet with the Contracting Officer, COTR, and other government personnel as deemed necessary. The contractor may request a meeting with the CO when he or she believes such a meeting is necessary. Written minutes of any such meeting shall be recorded by the CO and will be signed by at least the contractors C.E.H., the Hospital COTR and the CO. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the Contracting Officer within 10 calendar days following receipt of the minutes.10.0 Safety Requirements: The California Division of Occupational Safety and Health has identified the minimum worker safety standards and related training that are required by State law, and that are applicable to all private sector employers. All contractors providing service at VA facilities shall be in compliance with the California Code of Regulations "General Industry Safety Orders" (CAL/OSHA) sections listed below, as a condition of contract award:10.1 The above-listed orders require the employer to develop, implement and document written programs, as well as requiring initial and recurrent employee training and record keeping. Contractor shall provide the Contracting Officer a written certification that each employee has received the State-required safety training; that each employee has received the Hepatitis B vaccination; or provide a written certification from any employee who declines the Hepatitis B vaccination.10.2 HEPATITIS B VACCINATION: The final rule on Occupational Exposure to Bloodborne Pathogens, 29 CFR Part 1910.1030, states "employers shall make available the Hepatitis g vaccine and vaccination series to all employees who have occupational exposure, and post-exposure evaluation and follow-up to all employees who have had an exposure incident." Under the terms of this contract, the Contractor shall either provide, at no expense to the Government, the required vaccination defined herein, or have a letter of declination on file with the Contractor. A copy of this letter shall also be filed with the Contracting Officer and placed in the official contract file, and an additional copy shall be sent to the VA employee physician's office. Following Contractor employee's exposure to a contaminated needle or other sharp object, the employee shall be seen by a physician. Records of treatment and follow-up shall be maintained for the duration of employment by the Contractor and for thirty (30) years thereafter. Copies of treatment and follow-up records shall be provided to the Contracting Officer.10.3 The Government-provided Radiation Safety Training is required by the U.S. Nuclear Regulatory Commission (NRC). Training will be required for relief/backup employees and supervisors as well. The lecture will be one-hour in length and will be provided by the VA Radiation Safety Officer up to four times per year, at no charge to the Contractor. It is the Contractor's responsibility to provide at least three weeks advanced written notice of needed training to the Contracting Officer (CO), who will inform the Radiation Safety Officer.10.4 The Contractor shall ensure that sufficient backup employees are trained. The Contractor shall not allow any employee who has not received the radiation safety training to enter a restricted area. The Contractor shall also be responsible for ensuring that all employees follow NRC regulations, the requirements of the VAPAHCS, NRC License, and VAPAHCS regulations regarding radiation safety. These include maintaining proper security in restricted areas, unlocking and locking restricted areas, and ensuring that radioactive waste is not discarded as normal trash. The training officer/supervisor shall provide or arrange for required training and obtaining VAPAHCS regulations.10.5 Furthermore, the Contractor is responsible for reporting any violations of NRC regulations to the VA or NRC Radiation Safety Officer. The Contractor shall permit employees to freely communicate with the Radiation Safety Officer regarding potential hazards or violations. Employees who are pregnant or attempting to become pregnant shall be referred to the Radiation Safety Officer for additional training. This shall be done by the VA at no charge to the Contractor. The Contractor shall maintain records on which employees have had the training and shall provide certification of training for each employee when requested.11.0 Biohazardous Waste: Contractor may be required to handle biowaste hazard waste. All Biohazardous waste shall be collected and removed by contractor personnel in a transport cart separate from general refuse and will be delivered to a locked storage container designated by the VA as needed basis. Waste will be stored in this area until destroyed, treated or picked up by a licensed contractor. Contractor personnel must wear appropriate PPE during any handling of waste. Chemotherapy waste designated as biohazardous waste by the Facility Waste Management Program and shall be picked up by Contractor personnel and treated in the same manner as biohazardous waste.11.1. All waste receptacles/containers and holding areas shall be cleaned daily, and as needed, seven (7) days per week. Cleaning of the biohazardous waste, storage area will be accomplished using an ICC approved germicidal detergent to ensure floors, walls, and ceilings are clean. Cleaning of the area/room containing the biohazardous waste treatment or destruction equipment will also be accomplished on the same schedule. Waste holding areas will be kept secure. 11.2. Contract personnel will apply bar code labels (supplied by biohazardous waste contractor) to biohazardous waste containers prior to pick up by licensed Contractor. 12.0 Emergency/Disaster Situations: During extreme emergencies/disaster situations it may be necessary to direct contractor employees on cleaning procedures appropriate to address a contingency situation. Any additional costs will be handled under an equitable adjustment to the contract. COTR will coordinate actions with the Contracting Office. Only the Contracting Officer has the authority to make changes to the terms and conditions of the contract and those changes will be made by written agreement by both parties in accordance with FAR 52.212-4(c).12.1 Response to VA Staff Requests/Emergency: Response shall begin within 10 minutes from notification. 12.1.1 The Contractor shall provide response due to need for performance, re-performance, or late performance of defectiveness of daily cleaning.12.1.2 For the purpose of determining the timeliness of response, the Contractor's normal duty hours are any time the Contractor is required to have employees assigned to be working at the facility.13.0 Designation of Contracting Officer Representative (COR)A Representative of the contracting Officer (COR) will be designated to represent the Contracting Officer (CO) in furnishing guidance and advice under this contract. The foregoing is not be construed as authorization to interpret or furnish advice and information to Contractor relative to the financial or legal aspect of the contract. Those matters are the responsibility of the CO and shall not be delegated. The CO is responsible for the administration of this contract. The CO is the only individual authorized, to extent indicated in this contract, to take actions on behalf of the Government, which may result in changes in the contract terms, to include deviation from the performance work statements, details, and performance schedules. Communications pertaining to contractual matters shall be addressed to the CO. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the CO. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract. In the event the contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustments will be made in the contract price to cover any increase in costs incurred as a result thereof. Applicable Publications and Forms:The Contractor is obligated to follow these regulations and subsections to the extent they are applicable to the service required by this contract. VA publications will be furnished to the Contractor by the Functional Area Chief or COR at the start of the contract and can be reviewed prior to award of contract at any VA Medical Facility. Contractors are responsible for obtaining the other documents. Supplements or amendments to the VA publications may be issued during the life of the contract, they will be considered to be in full force and effective immediately upon receipt by the Contractor. It is the Contractor s responsibility to ensure all publications are posted and up to date. Documents applicable to this Performance Work Statement are listed below:VA Regulations/Manual/InstructionsSecurity Clearances, Access Controls, Identification BadgesFacility Policies Concerning Fire/Disaster ProgramsParking RequirementsInfection Control ManualOther as directed by COR 15.0 Invoices: Copies of invoices shall be provided to the COR. The COR s email address will be provided to the Contractor when contract is awarded. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information:Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:Tungsten e-Invoice Setup Information: 1-877-489-6135Tungsten e-Invoice email: VA.Registration@Tungsten-Network.comFSC e-Invoice Contact Information: 1-877-353-9791FSC e-invoice email: vafsccshd@va.gov 16.0 Security: The C&A requirements do not apply to this service requirement and a Security Accreditation Package is not required. Contractor personnel will have NO access to VA sensitive information in their work/service area. Contractors will not be on the VA intranet. Contracting staff will receive HIPPA Training from the EMS Training Officer. Contractors will be trained to avoid VA sensitive information and report to the EMS managers and nursing staff if items are found.
261-NETWORK CONTRACT OFFICE 21 (36C261) Department of Veterans Affairs No. California Health Care System System 95655 10535 HOSPITAL WAY MATHER CA 95655 John Da Silva, Contract Officer, Phone 925-372-2000, Email John.Dasilva@VA.gov
RFP Number:   36C26123Q0237
Bid Documents:   Download Document
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