R--CWT Payroll for Boston

Statement of Work Payroll for CWT for VA Boston Healthcare System 1.0 General: This is a non-personnel services contract to provide Payroll each week for our Compensated Work Therapy (CWT) Program. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, material, supervision, and other items and non-personal services necessary to perform the weekly payroll for the CWT Program at the Boston Healthcare System as defined in this Statement of Work (SOW) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract. 1.2 Scope: The vendor is required to process the payroll each week in the total amount of approximately $45,000, print checks/check stubs (envelope, name, address, amount, etc.) and provide the VA with a complete hard copy check register for approximately 150 veterans at any one time for the VA Boston Health Care System. The vendor will process checks via direct Deposit when requested. Vendor will provide emergency contact information for access outside of normal business hours. The company will update a weekly payroll report for the CWT staff (this is required for veterans seeking housing) and for the fiscal service. This information must be in a form that can be summarized at the end of the year for an annual report sent to CWT program headquarters and accreditation purposes, and to any payee who desires it. The vendor will provide weekly customized payroll report, included in this report is a list of each veteran in the program, check number, check date, and dollar amount of each check. Also, a list of each veteran who has worked for CWT for the fiscal year, amount earned each quarter, amount deducted for 5% treatment fees, and amount earned year-to-date. One report is provided for Brockton and another for Boston area facilities (to our Fiscal service for billing purposes). The company must keep on file financial information on veterans who previously participated in the CWT program and make such financial information available upon request by veterans. Each week the vendor must have funds on deposit in a local bank. The amount of the deposit must be sufficient to cover the total amount of the checks during the time interval between processing of checks and transfer of funds to the vendor from the Department of Veterans Affairs. The willingness to use a local bank is an important factor because the majority of our payees do not have their own transportation and a bank with a good number of local offices is necessary. The payroll information will be transferred to the vendor by VA staff on Monday (unless Monday is a holiday, then the Sunday prior of each week), and the checks must be ready for delivered to the CWT offices on Tuesday morning. The vendor must be able to respond to a "same day" request to stop payment, issue, and make available new checks in the event they are lost or stolen, or issue additional checks to current or new payees. The vendor should also be willing to mail checks to individual payees when requested to do so by VA staff. The vendor should be able to perform all of the above functions as needed, and be flexible in adjusting to the needs of the CWT program. The vendor should maintain a database for the CWT program which includes financial information that veterans often require after they have been discharged from the program. This information is used to provide necessary documentation of income for homeless veterans seeking housing, employment, social security, non-service connected pension or service connected disability. The vendor should be able to accommodate the time schedule of VA staff and be available to them when information is needed in unexpected circumstances, for purposes of income verification, and to provide information requested by the Northeast Program Evaluation Center (NPEC) at the West Haven VA Medical Center for data reporting requested by VA Central Office. 1.3 Period of Performance: Base Year Option Year #1 Option Year #2 Option Year #3 Option Year #4 1.4 Type of Contract: The government will award a Firm Fixed Price Non-Personnel Service Contract. 1.5 Place of Performance: The work to be performed under this contract will be performed at the contractor's facility. 1.6 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order. The C & A requirements do not apply and Security Accreditation Package is not required.