MODIFICATION
M -- RFI for VA Fitness Services ContractSOW 3 of 3
- Notice Date
- 2/7/2006
- Notice Type
- Modification
- NAICS
- 561210
— Facilities Support Services
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-06-RP-0040
- Response Due
- 2/15/2006
- Archive Date
- 3/2/2006
- Small Business Set-Aside
- N/A
- Description
- Terms of the Contract. Proposals are solicited for the initial base quarter and the one option quarter; however, because funds will be obligated on a quarterly basis, the contract will be effected for no more than the initial contract period and then for no more than three (3) months at a time. The Government retains the option to extend the term of the contract. Transition. All offerors shall prepare and submit with their proposals a transition plan for implementing a smooth, orderly, and timely transition of daily operations under the existing contract to the new contract's operations, which are defined herein, with minimum of disruption to services and at no cost to the Government. The transition plan shall provide the following information: Names and resumes of personnel assigned to the transition team. Schedule for completing the transition. The method by which the Contractor plans to accomplish the transition in a smooth, orderly, and timely manner. Special Contract Requirements: 1. The contractor agrees, in accordance with the terms and conditions stated herein, to furnish to VA and other Federal agencies, the services specified in this contract at the prices specified in Supplies or Services and Price/Cost. The Government will not enter into a personal service contract; therefore, a Medical Director or a supervisor shall be required to be physically located at each Health and Wellness Centers. 2. Services: a. The services specified in the statement of work may be changed by written modification to this contract. The modification will be prepared by the VA contracting officer. b. Other necessary personnel for the operation of the services contracted for at VA will be provided at levels mutually agreed upon which are compatible with the safety of the employees. c. The services to be performed by the contractor will be performed in accordance with the requirements of the contract. Contract Administration - Medical Records: 1. The contractor will maintain clear, accurate and confidential medical records. The contractor shall chart each employee visit to the Health and Wellness Center. If the employee does not already have a medical record, he/she will be asked to provide the necessary information to initiate a chart. 2. All employee records will be maintained under double lock and key when not in use by Health and Wellness Center staff. Records, or portions of records, will not be released unless proper written consent of the employee is obtained. Upon proper authorization, only copies shall be released. The original (active) records shall always remain the Health and Wellness Center. 3. Inactive medical records for employees who are separated from the agency will be transferred to the Office of Human Resources for disposition in accordance with agency policy. 4. The medical record's system shall be subject to random periodic reviews by the Contracting Officer (CO) or Contracting Officer's Technical Representative (COTR) in accordance with appropriate privacy act requirements. Task Order Limitations: 1. Minimum Order. When VA requires supplies or services covered by this contract in an amount of less that $50,000.00 the Contractor is not obligated to furnish those supplies or services. 2. Maximum Order. When VA requires supplies or services covered by this contract in an amount, any order for a single item or service shall not exceed $1,000,000. Contract Limitation:. During the contract term, VA will place orders totaling a minimum of $50,000.00 and a maximum of $1,000,000.00 for the contract performance period. Release of Proposal:. Within 15 days after contract award, the Contractor shall provide the Contracting Officer a redacted copy of their technical and price proposals, which would be releasable to the general public in response to Freedom of Information Act (FOIA) requests. Authorities of Government Personnel: Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government's points of contact during the performance of the contract: All communications pertaining to contractual matters under the contract should be addressed to: Department of Veterans Affairs Acquisition Operations Service (049A3) Attn: Albertha Foy Garnes 810 Vermont Avenue, NW Washington, DC 20420 Work Hours: 1. The services covered by this contract will be furnished by the contractor as defined herein. The contractor may be required to furnish such services on a national holiday. When required specific shifts will be requested by the VA rates specified. 2. The following terms have the following meanings: a. Work Hours: See Hours of Operation. b. National Holidays: The 10 holidays observed by the Federal government: New Year's Day Martin Luther King's Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Any other day specifically declared by the President of the United States to be a national holiday. Personnel Policy: 1. The contractor will be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel: a. Worker's compensation b. Professional liability insurance c. Health examinations d. Income tax withholding c. social security payments 2. The parties agree that such personnel will not be considered VA employees for any purpose and will be considered employees of the contractor. Monitoring Procedures: The COTR, appointed in writing (Attachment 1), will be responsible for monitoring the contractor's performance. He/she will also be responsible for certifying all invoices. Contractor is responsible for his/her employees signing in on "Agency Attendance Log" and notifying medical director/supervisor/charge nurse of arrival and departure time. Official Time and Attendance (T&A) records are signed by medical director/supervisor/ charge nurse in charge after completion of tour. A copy of T&A sheet is maintained at each site to compare and verify against invoices for payment. The contractor shall fax a copy of the invoice to the Contracting Officer's Technical Representative (COTR)a copy to the Contracting Officer. The government's COTR is responsible for certifying his/her invoices. A certified invoice (invoice signed by COTR) notifies the Contracting Officer that all services requested for payment have been performed satisfactorily and is accepted for payment. A copy of the bi-weekly invoice will be kept on file in the Contracting Officer's office and the original invoice will be given to COTR to be processed for payment. The COTR shall fax a Contractor Performance survey form (Attachment 6) to the Contracting Officer indicating the level of performance by the contractor by the 10th of each month. If contractor is performing unsatisfactory, the Contracting Officer will contact the contractor regarding the matter in accordance with contract provisions. The contracted staff shall participate in quality improvement activities with VA on a quarterly basis. Electronic Funds Transfer (EFT) Payment. All payments under this contract shall be made electronically through the Treasury Financial Communications System. All contractors are required to complete attachment 10 and submit with their proposal. Task Order Request. When a task order is contemplated under the contract, the Contracting Officer shall issue a task order in accordance with the negotiated contract rates. The Task Order form shown as Attachment 7 to this contract will be submitted to the Contractor. Task Order Modification Procedures. Unilateral Change Orders issued by the Contracting Officer and Supplemental Agreements modifying task orders at no cost to either parties shall be executed on the Standard Form 30 (provided as an Attachment 8 to this contract). Cancellation of Task Order Request. Should the task order request be cancelled prior to award, VA shall incur no obligation to any Contractor who is a party to this contract as a result of such cancellation. Partial Payment Schedule. The Contractor may, if desired, submit as part of its proposal in response to a task order, a proposed partial payment schedule. Such a schedule (if proposed) shall be based upon submission of deliverables or performance of task under the task order, and shall be included in the cost proposal section of the Contractor's proposal. The payment schedule should reflect the cost of the services or deliverables. This contract does not provide for progress payments; accordingly, if a contractor desires payment prior to completion of the task order, it must provide a payment schedule. The Contractor will be paid after the COTR certifies or approves invoice. No payment will be made until the services or products are accepted as conforming to the requirements of the task order. Reporting Requirements: 1. Monthly Work Achievement Report. The contractor shall submit a Monthly Work Achievement Report to the COTR, that contains information as set forth below on or before the 10th day of each month. At a minimum, the report shall contain: a. Number of patients treated for the previous month for each health center. b. Categories of treatment. c. Number and type of physical examinations, and patient's name. d. Number and type of counseling incidents and/or referrals. e. Number and type of screening programs. f. Number and type of health education programs. g. Significant events of interest to medical management personnel. h. Number and type of OWCP incidents (CA-1 formed filed). 2. Contractor Self-Assessment. The Contractor shall submit a self-assessment 45 days before the beginning of each option year. This self assessment shall address both the strengths and weaknesses of the Contractor's performance during the evaluation period. Where deficiencies in performance are noted, the Contractor shall describe the actions planned or taken to correct such deficiencies and avoid their recurrence. The VA will review the Contractor's self-assessment as part of their evaluation of the Contractor's management during the period. 3. Technical Reports. The Contractor shall prepare technical reports on the work performed under this contract when considered appropriate by the Contractor, due to special findings or upon the completion of a phase of work. Technical reports relative to the work performed under this contract may be published by the Contractor in technical journals or presented at technical meetings provided that information copies are submitted to the COTR 30 days in advance of the meeting or publication. This shall include the name of the technical journal or group to which the information is presented. 4. Quarterly Summary Reports. The Contractor shall prepare a quarterly summary report to the Contracting Officer.. At a minimum, the report shall contain: a. Number of patients treated at each site. b. Number and type of non-emergency and non-occupational services rendered at each site. c. Number and type of emergency and occupational services rendered at each site. d. Number and type of additional services (including fitness for duty and special procedures) rendered at each site e. Number and type of health education programs (including CPR training) conducted at each site f. Number and type of physical examinations for each site. g. Number and type of counseling incidents and/or referrals for each site. h. Number and type of OWCP incidents (CA-1 forms filed). i. List of recommendations to improve the health and wellness centers for each site. j. List of all maintenance and inoperable equipment for each site. k. List of services subcontracted to small business for each site. 5. Annual Equipment Replacement Report. The Contractor shall submit a report to the COTR 30 days before indicating the condition of all government furnished equipment as listed in this contract, and shall make recommendations for repair or replacement of the equipment, as appropriate. 6. Final Report. The Contractor shall submit a final report to the COTR who documents and summarizes the results of the entire contract work, including recommendations and conclusions based on the experience and results obtained. The Contractor shall submit a draft report one quarter in advance of contract expiration. A final report will be due 30 days after contract expiration. Transition Plan. Thirty days prior to end of the contract period, the incumbent contractor shall submit a transition plan for implementing a smooth, orderly, and timely transition of daily operations from the existing contract to the new contract's operations. The transition period will commence upon contract award and will continue for the first five (5) business days of the new contract period. The transition plan shall provide the method by which the contractor plans to accomplish the transition in a smooth, orderly and timely manner. The Contractor will submit to the COTR a comprehensive five year plan for required new or replacement equipment (considering specifications, quality and cost) for all health and wellness centers.
- Place of Performance
- Address: VA Central Office, 810 Vermont Ave;1722 I Street;801 I Street;1800 G Street;Washington, DC
- Zip Code: 20000
- Country: US
- Zip Code: 20000
- Record
- SN00981817-W 20060209/060207211946 (fbodaily.com)
- Source
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