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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 09, 2015 FBO #4884
DOCUMENT

R -- GENERAL CLERK II SERVICES - Attachment

Notice Date

4/7/2015
 

Notice Type

Attachment
 

NAICS

561320 — Temporary Help Services
 

Contracting Office

Department of Veterans Affairs;VISN17 Network Contracting Activity;7400 Merton Minter Blvd. (10N17/90C);San Antonio TX 78229
 

ZIP Code

78229
 

Solicitation Number

VA25715R0844
 

Response Due

5/7/2015
 

Archive Date

5/27/2015
 

Point of Contact

Eugene Hanley
 

E-Mail Address

Contracting Officer
(eugene.hanley@va.gov)
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Temporary Employment Services Scope of Work Contractor shall provide administrative clerk services to support the Central Texas Veterans Healthcare System, North Texas Healthcare System, South Texas Healthcare System, and Valley Coastal Bend in the care of the Veteran patient. The Government Contracting Officer's Representative (COR) shall notify the Contractor at least 3 days prior to needing a Contract employee to report to work. At that time, the COR will coordinate with the Contractor to ensure Contract employees have required background check, fingerprints and physical (PPD). The COR shall inform the Contractor of the minimum amount of time the employee will be needed. In the event an extension of the assignment is needed, the Government shall notify the Contractor a minimum of 3 workdays prior to the date planned for termination of the assignment. Chief of Human Resources Management Services (HRMS) has determined General Clerk II as appropriate category for the type of work required using the Department of Labor Service Contract Act Directory of Occupations: 01112 GENERAL CLERK II Follows a number of specific procedures in completing several repetitive clerical steps performed in a prescribed or slightly varied sequence, such as coding and filing documents in an extensive alphabetical file, simple posting to individual accounts, opening mail, running mail through metering machines, and calculating and posting charges to departmental accounts. Little or no subject-matter knowledge is required, but the clerk needs to choose the proper procedure for each task. Contract employees shall be required to sign in and out at assigned work site. Normally work assignments will be completed during same workday. However, some assignments may consist of keyboard entry of many pages of material or data, which will require more time for completion. Daily output will be monitored on those assignments to ensure an acceptable level of productivity is maintained. Contract employees who provide services under this contract shall have the following knowledge and abilities, as a minimum: 1.Knowledge of a wide range of clerical procedures and techniques. 2.Knowledge and ability to practice acceptable telephone etiquette and procedures. 3.Knowledge of correct spelling, punctuation, and grammatical formatting for all types of letters, correspondences, memorandums, forms, listings and other communication formats. 4.Ability to type accurately on a variety of subjects including medical and technical terminology. 5.Ability to type a minimum of 40 words per minute. 6.Ability to use office computer terminals for retrieving information and making changes to records, through use of software packages loaded on central automation systems or personal computers. Software applications may include but are not limited to word processing, spreadsheet and database applications. 7.Ability to use reference materials, e.g., medical dictionary, standard dictionary, thesaurus, correspondence manuals and additional reference materials as required. 8.Ability to communicate both orally and in writing. Communicating with customers (e.g., veterans, family members, and the general public) and co-workers in a courteous, tactful, friendly, cooperative manner is required. 9.Ability to file correspondence, assemble documents, and present completed work for review in logical orderly fashion in number or chronological sequence or by subject matter as directed. 10.Ability to deal effectively with all types of professional staff members and patients. Must be able to direct and assist visitors and guests to appropriate staff/location for assistance. Must demonstrate courtesy at all times and focus on good customer relations. 11.Knowledge of medical terminology helpful, but not required. The work is primarily in an office environment and may require some mobility to other areas within the VA complex and to reach file cabinets at all levels of height. Deliverables Timeliness: Sign in/out sheets reviewed to ensure Contract employees are timely. Each sponsoring service is responsible to monitor time to ensure prices paid are for actual hours worked. Productivity: Workload assignments will be reviewed for acceptable level of productivity. Accuracy: Work outputs will be reviewed for accuracy and errors when presented for final review or signatures. Quality Assurance Surveillance Plan for Temporary Employment Services Service or DeliverablePerformance StandardAcceptable Quality Level (AQL)Monitor Method TimelinessStart/Stop work on time100%100% review by the COR, before invoice payment ProductivityAssignments completed within allotted time95% assignments completed on timeService Chief or designee reviews time required to complete assignments, notify COR AccuracyAssignments completed accurately and error free95% assignments accurate and error freeService Chief or designee reviews accuracy of assignments, notify COR Background: The intent of this contract is for temporary employment services on an as needed basis to maintain services, assist managers keep up timely operations, and provide continued services for duties of employees granted leave for dependant care, family emergencies, extended recovery, mandatory jury services or other personal situations. Point of Contact (POC) POC: Jennifer McGregor Business Implementation Manager VISN 17 Phone: 254-743-1066 Fax: 254-742-4943 E-Mail: Jennifer.McGregor@va.gov Contracting Officer's Representative (COR) William W Hall Jr Program Analyst, Logistics Management Services Valley Coastal Bend Veterans Health Care System Phone: 956-291-9464 E-mail: william.hall6@va.gov The COR will be assigned by the Contracting Officer per the COR Letter of Delegation. A copy of this letter will be given to the Contractor. The COR will coordinate with Contractor Point of Contact (POC) for staffing requirements, tuberculin skin tests, fingerprints and security paperwork for background checks. COR will also ensure orientation is completed and ID Badges are issued. Objectives The contractor shall provide all supervision, personnel, administrative support, consultation, transportation (if required), and lodging (if required) in support of this non-personal services contract for general clerk II services for the VISN 17 facilities. This Contract will not be for personal services. The Service Chiefs or designees will only provide task-related instructions to contract employees sufficient for them to properly perform their services under the contract in order to ensure that an employer/employee relationship does not exist. The contractor, not VISN 17, is the legal responsible employer of the employees performing under this contract. The contractor is responsible for supervision of employees. Discipline problems are to be dealt with by the employer, not VISN 17. Contractor Point of Contact (POC) Contractor shall have a person(s) designated as a contractor POC who will be responsible for providing service under the contract. Within Ten (10) calendar days after award, the Contractor shall provide both the Contracting Officer and the COR the name, address, telephone and fax number(s), and e-mail address of the assigned contractor POC. The contractor POC shall respond to telephone calls from the COR and will provide necessary demographic information of any temporary staff members who are or have been employed by their agency and sent to any VISN 17 facility. The contractor POC shall come to the VA facility when requested by the Contracting Officer or COR to resolve quality assurance issues that may involve contractor personnel. Personnel Policy The contractor shall be responsible for protecting personnel furnishing services under this contract. To carry out this responsibility, the contractor shall provide the following for these personnel: -Worker's compensation -Liability insurance -Health examinations -Income tax withholding, and -Social Security payments. Proof of Employment Eligibility Candidates are required to be eligible for US employment and able to provide proof of employment eligibility. It is the responsibility of the contractor to assure their candidates have proof of citizenship or proof of the candidates' right to work under an U.S. Citizenship and Immigration Services (USCIS) VISA program. Upon request, the contractor is required to provide evidence of eligibility. Place, Hours, and Period of Performance Place of Performance. Place of performance shall be at locations under the responsibility of South Texas Veterans Healthcare System, San Antonio, TX, North Texas Healthcare System, Dallas, TX, Central Texas Healthcare System, Temple, TX and Valley Coastal Bend, Harlingen, TX in the care of the Veteran patient. Hours of Performance All work is performed during an administrative workday of 8 hours, from 8:00 AM to 4:30 PM, with 30-minute unpaid lunch break. Total hours of performance shall not exceed the number of hours ordered in the schedule. Overtime General clerk II employees will be allowed to work overtime outside of normal duty hours on an as needed basis and as requested by their supervisor for time limited periods. Period of performance 1 April 2015 through 31 May 2015. Services are not required on the 10 holidays observed by the Federal Government. They are: New Year's Day (January 1st), Martin Luther King's Birthday (3rd Monday in January), Presidents' Day (3rd Monday in February), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (1st Monday in September), Columbus Day (2nd Monday in October), Veterans Day (November 11), Thanksgiving Day (4th Thursday in November), Christmas Day (December 25th) and any other day specifically declared by the President of the United States to be a national holiday. Contractor Time Off/Holidays/Vacations/Early Dismissal Contractor Time Off If contract personnel are to have a leave of absence for any reason, the Contractor should notify the COR from Fiscal Service. The COR will ensure the mission would not be impacted by the contractor's leave of absence. COR will make the determination if a replacement person will be required. Early Dismissal of Government Employees At times Government employees are given early release from work notices (59 minute early departure). If Government personnel are given the authority for early dismissal, contract personnel should continue to work, or may be dismissed by their employer, however, the Government shall not compensate the contractor for early departure. Fire Drills In the event the Government has a fire drill, contract personnel shall be required to vacate the building. Contract personnel shall be paid for the time (not to exceed one hour) to accommodate the fire drill. Contract personnel must report back to work assignment immediately following the end of the drill. Contract Personnel Security Requirements All contract employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. In addition, other Contract personnel may require background investigations - depending upon a risk assessment to be accomplished by the VA Using Service in coordination with the VA's Information Security Officer. This requirement is applicable to all subcontractor personnel requiring the same access. The Contractor shall be responsible for ensuring that all necessary documentation is submitted for his/her employees and the employees of his/her subcontractors. 1. Position Sensitivity - The position sensitivity has been designated Low Risk. 2. Background Investigation - The Level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries. 3. Contractor Responsibilities a. The contractor shall bear expenses of obtaining background investigations. The VA facility will pay for investigations in advance. The contractor will reimburse the VA facility within 30 days. b. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship/current VISA and are able to read, write, speak, and understand the English language. c. The Contractor shall submit or ensure that their employees submit the required information to the Contracting Officer and Contracting Officer's Technical Representative (COR). The Contractor shall submit the required forms to the VA Security and Investigations Center within 10 days of receipt of the e-mail they receive with instructions to do so. The Contractor shall not allow Contract personnel who require a background investigation to start performing until the Contractor has received written confirmation from the Contracting Officer that the SIC has initiated a background investigation. d. The Contractor, when notified of and unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply of with the contract personnel security requirements may result in termination of the contract for default. Identification, Parking, Smoking, Fire Safety, and VA Regulations Contract Employees are required to wear an identification badge, at a minimum to include the name of Contractor and the employee's name while on all locations of Central Texas, South Texas, North Texas, and Valley Coastal Bend Health Care System. Human Resources Management Service, Room L121 will provide Contract employees with required identification badge. The identification badge is also used for the purpose of obtaining a parking decal. It is the responsibility of the contract employee to park in appropriate employee designated parking areas only. Parking is not allowed in designated Patient Parking areas. Information on parking is available from VA Police Section. The VA will not invalidate or make reimbursement for parking violations of the contractor or contract employees under any conditions. Smoking is prohibited inside all buildings of the Central Texas, South Texas, North Texas, and Valley Coastal Bend Health Care System locations. Smoking is allowed in designated smoking areas only. Service Chiefs or designees shall brief Contract employees in emergency procedures (Fire Safety, Evacuation, Meeting Location, etc). Possession of weapons is prohibited. Enclosed containers, including personal items, shall be subject to search. Violation of VA Regulations may result in citation answerable in the United States Federal District Court, not a local district, state or municipal court. Confidentiality of Records Contract personnel who obtain access to hardware, software or media, which may manipulate or store any sensitive information, that is 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 performance of assigned duties under this contract is prohibited. Violation of these statutory provisions may involve imposition of criminal penalties. Contractor is considered to be a VA contractor for purposes of the Privacy Act, Title 5 U.S.C. 552a. the C&A requirements do not apply, ant that a Security Accreditation Package is not required. HIPPA COMPLIANCE Contractor must adhere to the provision of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate Standard. This requirement meets the exception and does not require a Business Associate agreement in order for Covered Entity to disclose Protected Healthcare Information to a health care provider for treatment. TUBERCULIN SKIN TEST: A tuberculin skin test shall be required for all employees before reporting to work and then annually. Annual tests shall be required for all negative results, completed during the anniversary month of initial test. Positive results should not be tested annually. All results forwarded to the Contracting Officer Technical Representative (COR). This test verifies the presence of tuberculosis (TB) (Mycobacterium tuberculosis).The Mantoux skin test uses TB antigens called purified protein derivative (PPD). The test cannot tell if the infection is active or inactive (latent). TRAINING REQUIREMENTS: Contract employees will be required to complete the Privacy and Information Security Awareness and Rules of Behavior Training both prior to being hired and on an annual basis. RECORDS MANAGEMENT: The Contractor must comply with the following item: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government 'IT' equipment and/or Government records. 4. 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 by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VASTHCS/VASTHCS/VA25715R0844/listing.html)
 

Document(s)

Attachment
 

File Name: VA257-15-R-0844 VA257-15-R-0844_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1967731&FileName=VA257-15-R-0844-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1967731&FileName=VA257-15-R-0844-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03691198-W 20150409/150407234755-177154a56a274a4a5fe5608a29c2c2af (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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