SOURCES SOUGHT NOTICE This is a Sources Sought Synopsis (SSS) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing taxi services. Potential Contractors are invited to provide a response via e-mail to Contract Specialist Andrew O Neal at andrew.oneal@va.gov by Mar 10, 2022 12:00 pm (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The VA Puget Sound Healthcare System has a requirement for a Contractor to provide taxi services for Veterans attending healthcare appointments. Please see draft Statement of Work for requirements. NAICS: 485310 (Taxi Services) Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Federal Supply Schedule______ 2) Please submit a brief capability statement (maximum one page) with enough information to demonstrate to the Veterans Affairs that you have the vehicles, resources, and personnel, as required in the draft Statement of Work to provide the required taxi services. **Draft Statement of Work** STATEMENT OF WORK - Taxi Service for VA Puget Sound Healthcare System (VAPSHCS) Seattle Division A. GENERAL: 1. This contract is for taxicab passenger delivery service. Services shall require the contractor to provide door to door service including accompanying the VA Beneficiary from the door of the pick-up point to the door of the destination. 2. The contractor shall be required to make available and/or furnish no less than (15) taxicab vehicles at any one time during the performance of this contract. This specified number of vehicles is based on the VAPSHCS best estimate of its average minimum need for trips to various locations at any one time and is not to be construed as either a commitment to order such numbers or as limiting the number of vehicles Which may actually be required. 3. All taxicab vehicles used to transport VA beneficiaries shall be equipped with lap and shoulder Restraints along with a general first aid kit. Vehicles shall be clean and in good working condition at all times. All vehicles and equipment are subject to inspection at any time during the life of this contract. Any vehicle that does not meet the requirements of this contract cannot be utilized in the performance of this contract. 4. The contractor shall be required to secure and maintain a for-hire licensing from the State of Washington. The contractor shall be required to obtain and maintain vehicle permits and military base Entrance passes in order to transport VA beneficiaries to and from military bases as required. All costs associated with obtaining and maintaining these passes and permits shall be the sole responsibility of the contractor. 5. The contractor shall ensure that each driver performing services under this contract maintain a valid Washington State driver s license and complete driver s safety training, defensive driving training, or its equivalent. Drivers and attendants alike shall be trained and have successfully completed advanced First Aid courses and cardiopulmonary resuscitation (CPR) with the American Red Cross or equivalent. All personnel performing under this contract shall be familiar working with persons who are bound to a wheelchair, disabled, elderly and/or with handicapped individuals. B. WORK ASSIGNMENTS: 1. Orders for transportation services shall be requested telephonically or via facsimile. The following designated representatives of the VAPSHCS are authorized to make requests for services under this contract: Exec. Director, Health Plan Management Assoc. Director, Health Plan Management Chief, Business Office Supervisor, Business Office (Seattle) Beneficiary Travel Personnel Designated Administrative Officer (AOD) The originating and destination points shall be identified at the time the request for service is made. Transportation needs are subject to vary depending on the needs of the VAPSHCS. 2. The contractor shall transport more than one VA beneficiary on a single trip when requested by the VA. When more than one beneficiary is transported in a single taxicab vehicle concurrently traveling to and/or from the same locations , the rate shall be charged as one (1) passenger transport per mile and cost for each additional passenger(s). Moreover, when more than one VA beneficiary is transported in a single taxicab vehicle concurrently traveling from the same location to different locations , the rate shall be charged as one (1) passenger transport based on the longest distance per mile plus the cost for each additional passenger(s). 3. The contractor shall allow a relative attendant of the VA beneficiary to accompany him/her when authorized by the POC at no additional charge to the Government. 6. The contractor shall utilize the shortest possible routes to ensure the total miles traveled shall result in the most economical charge to the Government. The use of alternate routes may be authorized in the event of unusual circumstances or reasons beyond the contractor s control. Mileage submitted based on the use of alternate routes shall be authorized on case by-case basis by the POC. Trip mileage shall be determined by the latest edition www.mapquest.com Standard Mileage Guide. 7. The contractor shall provide the POC with daily logs that include the names of each VA beneficiary, date, transport with or without attendant, mileage, pickup and destination points, applicable wait times, and additional passengers or pick-up/delivery service for each trip. The daily logs shall be maintained on a spreadsheet. The VA reserves the right to verify information submitted for accuracy. 8. If the contractor s place of business is located beyond the local telephone call zone of the hospital, the contractor agrees to accept telephone orders for service on a collect basis. It is estimated that 90% of orders shall be placed by telephone. 9. When services of a hired car with attendant are needed, the attendant is not expected to administer medical aid, but to accompany the patient to provide for security and other assistance as required. C. PERSONNEL: 1. The contractor shall instruct its personnel on the terms and conditions of this contract and shall be responsible for maintaining satisfactory work performance, conduct, and appearance by its employees. 2. The contractor shall instruct its personnel that the violation of carrying a weapon onto the Government property is punishable by arrest and confiscation of the weapon. This includes all concealed weapons with or without a permit. 3. The VAPSHCS reserves the right to refuse any contractor s personnel from performing work under this contract that for any reason is considered by the VAPSHCS to be incompetent or otherwise objectionable. 4. The contractor s personnel shall be expected to exercise a higher degree of patience and consideration with all VA beneficiaries while performing under this contract. The use of abusive language, altercations or any other physical or vocal disturbance directed towards a beneficiary is prohibited at all times. The contractor s drivers shall not argue or attempt to collect payment of contracted trips from the beneficiaries. If the driver refuses to pick up a veteran, the driver shall notify dispatch so the contractor can send another taxi for pickup. 5. The contractor s personnel shall use the necessary precautions to protect VA beneficiaries and property from injury or damage during taxicab transport. All major and minor incidents, traffic accidents, or any other mishap shall be reported to the POC immediately. A written report is required to be filed within twenty four hours of the incident/accident with a list of the contractor staff names (driver/escorts), patient s name, any pertinent information and witnesses and shall be filed with the POC. 6. The contractor s employees shall be required to have communication capabilities during taxicab transport. All associated costs shall be the responsibility of the contractor and shall not be charged separately under this contract. 7. The contractor shall maintain personal liability coverage while performing under this contract. Any personal injuries that occur to the contractor s employees during the performance of contract duties shall be the sole responsibility of the contractor. Property damage that is caused by the fault or negligence of the contractor s employees shall also be the sole responsibility of the contractor. 8. The VAPSHCS is designated as a No Smoking facility. The contractor shall comply with the No Smoking designation while performing services for the Medical Centers. D. RESPONSE TIME: The VAPSHCS will utilize the procedure of pre-scheduling trips to the maximum extent feasible. The contractor shall ensure timely responses to pre-scheduled and unscheduled orders for taxicab service. 1. UNSCHEDULED TRIPS: For emergency calls, the Contractor shall be required to dispatch a vehicle within a maximum of 10 minutes from the time of the request. The contractor shall provide taxicab transportation service within forty-five (45) minutes after receiving the non-emergent service request. The VAPSHCS reserves the right to obtain service from another source and charge the contractor for any excess cost when taxicab services are not provided within forty-five (45) minutes. The VAPSHCS will be the sole judge in determining when to order service from another source. 2. PRE- SCHEDULED TRIPS: The contractor shall arrive at the pickup point fifteen (15) minutes prior to the scheduled time to allow VA beneficiaries the time needed to board the vehicle. Pre-scheduled trips shall be consistent, within reason, with no deviations without prior approval from the POC. The VAPSHCS reserves the right to obtain service from another source and charge the contractor for any excess cost in cases where the contractor fails to arrive fifteen (15) minutes prior to the scheduled pickup time. The VAPSHCS will be the sole judge in determining when to order service from another source. E. WAITING TIME: 1. REQUESTED WAIT TIME: The contractor shall wait for VA beneficiaries on both or either ends of the trip as specified by the POC. Wait time for both passenger and pick-up/delivery service shall be authorized at the rate of one-fourth (1/4) the hourly rate proposed for each quarter (1/4) hour. 2. NON-REQUESTED WAIT TIME: The contractor shall wait a minimum of ten (10) minutes and a maximum of fifteen (15) minutes at any pickup point when no waiting was requested. 3. BOARDING WAIT TIME: Wait time rates shall not be authorized for passenger boarding and departing the taxicab vehicle including the extra time it may take a physically disabled VA beneficiary to board and/or depart the taxicab. EXCEPTION: If boarding difficulties arise for reasons other than a VA beneficiary s physical condition and is not caused by the contractor s negligence; boarding waiting rates may be authorized for each quarter hour beyond the first fifteen (15) minutes. 4. FERRY WAIT TIME: The contractor may be reimbursed for wait time lost while traveling by the Washington State Ferry System. Reimbursement shall apply to ONE WAY ONLY, at the rate of one-fourth (1/4) the hourly rate proposed for each quarter (1/4) hour. Ferry trip time shall be determined by the latest Washington State Ferry System s published schedule. 5. NON-TRANSPORT WAIT TIME: In the event the VA beneficiary fails to show after the contractor has waited a maximum of fifteen (15) minutes, and the dispatch results in no beneficiary or package being transported at no cause, fault, or negligence of the contractor, the contractor shall be authorized payment equal to one (1) unit price at the dispatch meter rate plus applicable wait time rate for a maximum of one-fourth (1/4) hour or 15 minutes. If the contractor is notified of the cancellation prior to departing its home station, no charge to the VA shall be assessed. F. MISCELLANEOUS: All customer complaints of poor service performed by the contractor shall be investigated by the POC for validation. G. INVOICING PROCEDURES: 1. Invoicing shall be submitted no later than the fifteen (15) calendar day following the end of the month of services and are to include all contract services furnished for the preceding month. Invoices shall specify: a. Date and time of service call; b. Name of beneficiary requiring services; c. Type of transportation requested; d. Designated pick-up and delivery points; e. Actual time of arrival at pick-up and delivery points; f. Actual time of pickup for return rides g. Actual waiting time at pick-up and delivery points (if waiting charges are claimed and pre-authorized.) h. Toll and Ferry charges All invoicing rendered by the Contractor to the VAPSHCS for contract services furnished in accordance with this contract shall be in full and neither the beneficiary nor any other party shall be required to bear the burden of additional payments, surcharges, tips or other gratuity. 2. Invoices will be reviewed and reconciled with trip tickets and travel logs. Unauthorized charges will be suspended pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel. A final determination will be made within 30 days after notifying the Contractor of charges being suspended. 3. In accordance with VA accounting procedures and in order to provide an audit trail for questions and concerns pertaining to payment, the Contractor shall be furnished a Purchase Order number at the beginning of each option year. This number must be on the electronic invoice in Tungsten/OB10 form. VA FSC and Tungsten/OB10 Vendor Guide: The Department of Veterans Affairs (VA) e-Invoicing initiative is with Tungsten/OB10 inc., a preferred service provider for e-Invoicing on behalf of the VA. We appreciate your support and hope this e-Invoicing guide helps you to efficiently use Tungsten/OB10 as VA intends it to be used. The goal of this initiative is to reduce overall processing time and ensure you, the vendor, are paid as quickly as possible in compliance with the Prompt Pay Act. There are several Business Processes that may need to be implemented to allow E-Invoicing to work effectively: Registration and set-up of VA Academic Affiliate Disbursing Agents in the Tungsten E-Invoicing System Reconciliation of Trainee Activity with Academic Affiliate Disbursing Agent Invoices before payment occurs Review and data check of Invoice to assure that the E-Invoice has all the necessary data fields completed in order to process for payment Submission of E-Invoices by Academic Affiliate Disbursing Agents to Tungsten system Certification of E-Invoices by VA Fiscal or Education Service Contacts VA Financial Service Center (FSC) Phone: 1-877-353-9791 E-mail: vafsccshd@va.gov Tungsten/OB10 Client Services Phone: 1-877-752-0900 Option 2 E-mail: VA.Registration@tungsten-network.com Tungsten/OB10 Support Phone: 1-877-489-6135 Website: Tungsten/OB10 4. All invoicing rendered by the Contractor to the PSHCS for contract services furnished in accordance with this contract shall be in full. NEITHER THE BENEFICIARY NOR ANY OTHER PARTY SHALL BE REQUIRED TO BEAR THE BURDEN OF ADDITIONAL PAYMENTS, SURCHARGES, TIPS OR OTHER GRATUITY. 5. Invoices shall be sent to: Tungsten/OB10 - receives E-Invoices from the vendor and transmits them to the VA FSC Financial Services Center (FSC) - notifies VA that E-Invoices are ready for certification in OLCS (Online Certification System) VAMC certifying official for these invoices through OCLS either: authorizes payment, changes purchase order or rejects the invoices Department of Veterans Affairs Financial Services Center PO Box 149971 Austin, TX 78714-8971 NOTE: This is the payment office. Ensure that original invoices are sent here for payment. VA Puget Sound Health Care System Beneficiary Travel A-136-HPM 9600 Veterans Dr. Tacoma, WA 98493-5000 NOTE: Copies sent here for verification CONTRACT ADMINISTRATION 1. The Contracting Officer is responsible for the administration of this contract. The successful Contractor is advised that ONLY the Contracting Officer has authority to make changes affecting : Contract prices and pricing issues Estimated quantities Delivery terms and conditions Term of the contract 2. In no event shall any understanding, agreement, modification or change order between the Contractor and a person other than the Contracting Officer be effective or binding upon the Government. 3. Point of Contact. The Contractor shall indicate the person(s) whom the PSHCS may contact during the term of this contract concerning matters pertaining to the contract in the space provided below. Primary POC _______________________________ _________________________________ Name Phone Number _____________________ Email Address Alternate POC __________________________________ _________________________________ Name Phone Number _____________________ Email Address H. SECURITY REQUIREMENTS: All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: Completed Documentation Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management. (OPM) through the VA, the contractor shall reimburse the VA within 30 days DEFINITIONS: CO / Contracting Officer: The person executing this contract on behalf of the Government and the only person authorized to make changes to the contract. POC: Person or persons authorized to act for the Contracting Officer within the limits of his / her authority. VAPSHCS / VA Puget Sound Health Care System: 1660 South Columbian Way; Seattle, Washington, 98108 . DISPATCH METER RATE: The initial rate for dispatching a taxicab. This is the amount that appears when the meter is turned on at the pickup location. PASSENGER TRANSPORT RATE: The rate charged per mile for the distance traveled transporting beneficiaries of the Veterans Affairs Puget Sound Healthcare System (VAPSHCS). TRIP: A trip is defined as the distance traveled One Way . WAIT TIME: The rate at which the taxicab driver charges to wait for a VA beneficiary at either point of the trip. WAIT TIME RATE- PICK-UP/DELIVERY SERVICE: The rate the taxicab driver charges to wait for the pickup and/or delivery of items required by the VAPSHCS. ATTENDANT: A qualified person furnished by the contractor to accompany a VA beneficiary to or from the required trip. Charges shall apply as one (1) flat rate (one-way) for each attendant. WAIT TIME WITH ATTENDANT: The rate charged for a contractor-furnished attendant to accompany and wait with the VA beneficiary at either point of the trip. ADDITIONAL PASSENGERS: The additional charge for more than two VA beneficiary passengers per trip. Exception: No additional passenger charge shall apply for personal care attendants (including family members) authorized by the VAPSHCS to accompany physically disabled VA beneficiaries. SEATTLE: Includes but is not limited to Western Washington. Approximately ninety percent (90%) of the trips will be within the geographical area of King County. PRESCHEDULED TRIPS: All orders placed with the contractor with a minimum of eight (8) hours advance notice. FEDERAL HOLIDAYS: New Year s Day, Martin Luther King Jr. Birthday, Washington s Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day, and any day determined by the President of the United States to be a Federal Holiday. IT CONTRACT SECURITY VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. Background Criminal Checks and Investigations. The VA requires that all contractor personnel performing services under this contract require background investigations. Individuals that hold a current background investigation report will not be required to undergo an additional investigation; however, the VA Office of Security and Law Enforcement must verify existence of the investigation report. See Attachment A for VA requirements for instructions regarding background investigation requests. Requests for background investigations must be submitted no later than 30 days after award of the contract. Performance of the contract cannot begin until these documents have been received by the Contracting Officer. This is subject to change in reference to Non PIV badges for Ambulance personnel. NOTE. The offeror must screen all employees to ensure that they meet core competencies on an annual basis; that they have performed a criminal background check on any staff member who will be treating or transporting patients, etc. The Contracting Officer or designated COR will inspect Contractor records to determine if training is current and training standards are up-to-date. . PRIVACY AND INFORMATION SECURITY REQUIREMENTS 1. Due to the increased emphasis on privacy and information security, compliance with 38 U.S.C. 5701, 38 U.S.C. 5705, 38 U.S.C. 7332 is required and the following special contract requirements are established and hereby made part of the contract entered into with the Department of Veterans Affairs. 2. Privacy Training: Contractor and their sub-contractors assigned work under this contract are required to receive annual training on patient privacy as established by HIPAA statutes. Training must meet VHA s and the Department of Health and Human Services Standards for Privacy of Individually-identifiable health information. Contractor shall provide documented proof to the contracting officer that all employees assigned work and/or having access to Protected Health Information have received annual training. Proof of training is to be forwarded to the Contracting Officer. Information on fulfilling the training requirement as stated in this paragraph can be found at the following VISN internet site: http://www.visn20.med.va.gov/portland/MC/Education/cbt.asp 3.All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation is classified as a Tier 1- NACI (low risk) and includes the following requirements: 1) Completed documentation including SF-85 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. This is subject to change in reference to Non PIV badges for Ambulance personnel. 4. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 5. VA Cyber Security Awareness Training: Each contractor assigned work under this contract is required to receive and document completion of VA training on Cyber Security. Proof of training is to be forwarded to the Contracting Officer. Information on fulfilling the training requirement as stated in this paragraph can be found at the following VISN internet site: http://www.visn20.med.va.gov/portland/MC/Education/cbt.asp Privacy Officer Language for Statement of Work (SOW) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. Records Management Language for Contracts for SOW The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 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. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. 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.]. 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. 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. PERFORMANCE STANDARDS 1. The Contractor is expected to meet all of the requirements of this contract at all times. If the services are not performed in a timely and professional manner, patient health and safety may be compromised. Due to the nature of this requirement the following performance standards are included. 2. The last month of each contract year the Contracting Officer will review contract compliance reports submitted by the COR. When total compliance falls to 98% or below, an amount equaling 1% of the expenditures for the contract year will be deducted from that month s payment. 3. Amounts deducted from billing may be reduced by the Contracting Officer upon submission of mitigating evidence by the Contractor. QUALITY ASSURANCE SURVEILLANCE PLAN / MONITORING PROCEDURES 1. The Quality Assurance Surveillance Plan (QASP) is designed to monitor contract compliance. The COR will implement the plan to provide effective and systematic surveillance of all aspects of this contract. The surveillance plan will employ various monitoring methods. The QASP and forms are: Attachment C Quality Assurance Surveillance Plan Attachment D - Surveillance Activity Matrix Attachment E - Discrepancy/Complaint Report Attachment F - Contract Discrepancy Report 2. Planned Sampling: The contractor's facility, methodologies, and quality control procedures may be examined by the COR at any time during the life of the contract. Examinations may be either scheduled or random findings documented by the COR, or authorized designee, on the Surveillance Activity Checklist. 3. The object of the QASP is to evaluate how the contractor is performing in key areas. Of primary interest are patient safety and the quality of the care provided in accordance with contract requirements. 4. Revisions to the QASP are the joint responsibility of the Contracting Officer and COR.
