6350--GeoTab GPS for NCHCS Vehicles (brand name requirement)

STATEMENT OF WORK 1. General VA Northern California Health Care System (VA NCHCS) requires the services of a Contractor to provide Global Positioning System ( GPS ) monitoring service to monitor the status of a fleet of ten (10) VA-owned vehicles. 2. Place of Performance and Hours of Operation Monitoring Services for GPS devices currently installed in GSA vehicles. GPS monitoring services shall be provided 24 hours a day, 7 days a week, 365 days a year. GPS devices are currently installed in vehicles in the following locations: Sacramento VA Medical Center, 10535 Hospital Way, Mather, CA 95655 Redding VA Outpatient Clinic, 3455 Knighton Road, Redding, CA 96002 Martinez VA Outpatient Clinic, 150 Muir Road, Martinez, CA 94553 Chico Outpatient Clinic, 280 Cohasset Road, Chico, CA 95926 Fairfield VA Outpatient Clinic, 103 Bodin Circle, Fairfield, CA 94533 McClellan Park VA Outpatient Clinic, 5342 Dudley Blvd., McClellan Park, CA 95652 Mare Island VA Outpatient Clinic, 201 Walnut Avenue, Mare Island, CA 94612 Yuba City Outpatient Clinic, 425 Plumas Street, Yuba City, CA 95991 Chico Vet Center, 280 Cohasset Road, Chico, CA 95926 Citrus Heights Vet Center, 5560 Sunrise Boulevard, Suite 150, Citrus Heights, CA 95610 Howe Avenue Vet Center, 1111 Howe Avenue #390, Sacramento, CA 95825 Fairfield Vet Center, 420 Executive Court N., Fairfield, CA 94534 Mare Island Vet Center, 400 Mare Island Way, Suite 100, Vallejo, CA 94590 Concord Vet Center, 1333 Willow Pass Road #106, Concord, CA 94520 Oakland Vet Center, 7700 Edgewater Drive #125, Oakland, CA 94621 3. Estimated Quantities 1. CLIN Description Quantity 0001 Hardware 10 0002 Monitoring 10 4. Contractor Qualifications Contractor shall have experience providing remote GPS monitoring services. Contractor s technicians performing general repair services on GPS units installed on VA NCHCS fleet vehicles shall be professionally trained and qualified to work on all components of the equipment and the latest revisions of hardware and software as required by the manufacturer. Contractor personnel must be able to provide proof of successful completion of training and certification as requested by the COR. 5. Contractor Responsibilities: 5.1 Contractor shall provide a full range of GPS monitoring services, including: Diagnosis of vehicles to monitor all mechanical functions GPS monitoring and tracking real time with updates (refresh) while vehicle on every 120 seconds Provide vehicle identifiers specifically, vehicle VIN, make/model, device serial number, and license number Lifetime retrieval of historical fleet data Send email alerts as malfunctions occur and when units are deactivated. Track vehicle maintenance and send email alerts when maintenance is due, including reviewing operating system diagnostics to ensure that the equipment is operating within its specifications Provide automated Monthly Information for Federal Fleet Management System (FedFMS) Report to include: total fuel used, miles traveled, odometer, idle, and number of trips Provide customized fleet reports as required for VA data calls Analyze and repair issues that arise with GPS signal Provide central website for user and provide user access Maintenance of assigned units for continued operation 5.2 Dashboard The dashboard is a web-based interactive graphical user interface that receives, organizes, and displays GPS monitoring information that is easy to interpret. Contractor shall ensure that data collected from GPS monitoring devices are collected and displayed in an interactive online dashboard, which is accessible to VA NCHCS. The dashboard shall include both real time and snapshot views of data collected. The dashboard shall be customizable allowing the customer to isolate specific content. The dashboard shall include three key features to enhance the efficiency and effectiveness of fleet management: vehicle snapshot, vehicle performance, and vehicle alerts: Vehicle snapshot: provides real-time and snapshot information about vehicles throughout the day regarding the last five stops, ignition status, and a summary of every vehicle in the fleet. Vehicle performance: tracks ongoing performance, including speed, fuel economy, and fuel efficiency trends. Vehicle alerts: indicates diagnostic issues and maintenance needs to include current diagnostic trouble codes, scheduled maintenance, and recalls for vehicles. 5.3 Customer Service Support The contractor shall provide customer service support via telephone and email. Such support will be available to VA NCHCS 24 hours a day, 7 days a week, 365 days a year. 6. Identification, Parking, Smoking and VA Regulations 6.1 Contractor personnel performing work onsite at VA NCHCS facilities shall wear visible identification at all times while on the premises of VA NCHCS, including wearing a temporary visitor s badge, which will be issued by VA police upon Contractor s arrival at VA NCHCS. All personnel will have a COVID-19 screening and wear a mask at all times. All personnel entering the VA facility shall consent to inspection of all categories of packages as a condition of admittance. 6.2 It is the responsibility of contractor personnel to park in the appropriate designated parking areas. Information on parking is available from the VA Police. VA will not invalidate or make reimbursement for parking violations under any conditions. 6.3 Smoking is prohibited in any VA NCHCS building or the surrounding grounds, including the parking lots. 6.4 Intoxication, debilitation resulting from drug use, insubordination, theft, patient abuse, dereliction or negligence in performing directed tasks and possession of weapons is prohibited and grounds for immediate removal from VA NCHCS by the VA Police. 6.5 Violations of VA regulations may result in a citation answerable in the U.S. Federal District Court. 6.6 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. 7. Billing and Invoices 7.1 Invoice requirements and supporting documentation: Electronic invoices shall be submitted monthly in arrears, no later than the 20th workday of the month following the month in which services were performed. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4(g), all invoices must include the following supporting documentation: 7.2 Name and address of Contractor 7.3 Invoice date and invoice number 7.4 Contract number and purchase/task order number 7.5 Date(s) of service 7.6 Unit price(s) 7.7 Quantity of GPS devices monitored 7.8 Vehicle ID Numbers (VIN and License number) 7.9 Total price 8. Vendor Electronic Invoice Submission Methods 8.1 Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: 8.2 VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please go to this website: http://ob10.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge. 8.3 A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org). 8.4 The Contractor may contact FSC at the phone number or email address listed below with any questions about the e-invoicing program or OB10: OB10 e-Invoice Setup Information: 1-877-489-6135 OB10 e-Invoice email: VA.Registration@ob10.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov 9. Unused/Unmonitored Vehicles 9.1 The VA NCHCS Contracting Officer s Representative (COR) or designee shall notify the Contractor of any vehicles that are non-operational. Contractor shall invoice VA NCHCS only for those devices that are in/use and assigned to an operational vehicle. The Contractor shall send an email alert for upon deactivation of a device. 10. Records Management Language for Contracts Required 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: 10.1 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. 10.2 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. 10.3 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. 10.4 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. 10.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 10.6 The Government Agency owns the rights to all data/records produced as part of this contract. 10.7 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. 10.8 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.]. 10.9 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. 10.10 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. 11. Contacting the VA on Federal Holidays When attempting to contact VA NCHCS to schedule maintenance please note, the following holidays are observed by VA NCHCS: New Year s Day Washington s Birthday* Martin Luther King Jr. s Birthday Memorial Day Independence Day Juneteenth Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day Any day specifically declared by the President of the United States to be a national holiday. *This holiday is designated as "Washington s Birthday" in section 6103(a) of title 5 of the United States Code, which is the law that specifies holidays for federal employees. Though other institutions such as state and local governments and private businesses may use other names, it is VA s policy to always refer to holidays by the names designated in the law.