Hvh Hair Services

PROJECT STATEMENT and SCOPE OF WORK

FOR BARBER AND BEAUTICIAN SERVICES FOR

THE PENNSYLVANIA DEPARTMENT OF MILITARY AND VETERANS’ AFFAIRS

I. Objectives.

A. General. The Department of Military and Veterans Affairs (DMVA) is seeking to award a purchase order (PO) for the provision of Barber & Beautician Services to be provided to in accordance with this Project Statement.

B. Specific. HVH is located at 191 Veterans Boulevard, Duncansville, PA 16635.

a. The PO will cover the requirements for Barber and Beautician services at the Hollidaysburg Veterans Home (HVH) located at 191 Veterans Blvd, Duncansville, PA 16635. HVH is a full-time nursing facility funded and operated by the Commonwealth of Pennsylvania, Department of Military & Veterans Affairs ("DMVA").

C. DMVA Contracting Officer. The DMVA Contracting Officer responsible for the solicitation and PO award is:

Hila Breisch, Agent Supervisor

Procurement & Contracting

Bldg. 0-47

Fort Indiantown Gap

Annville, PA 17003-5002

Phone: 717-861-6250

Fax: 717-861-2932

Email: kaisnyder@pa.gov

D. Method of Award and Term of PO. DMVA shall award the PO to the lowest responsive quote. In order to be deemed responsive, the bidder must be able to perform the required services as outlined in the project statement and in accordance with the terms and conditions.

It is DMVA’s intent to establish a three-year PO with two one-year renewal options in accordance with Terms and Conditions of the contract. The term of the PO shall commence on the executed effective date and shall end on the expiration date identified on the PO. Services shall begin as specified in the project statement or notice to proceed letter, whichever is the later. DMVA reserves the right, upon written notice to the awarded contractor, to extend the term of the PO or any part of the PO for up to 90 days under the same terms and conditions.

II. Minimum Qualification Requirements.

A. Contractor Experience. The potential bidders shall be a licensed barber shop, licensed cosmetology shop, a licensed barber with the permission of his or her employing barber shop/salon, or licensed cosmetologist with the permission of his or her employing salon capable of providing geriatric barbering and cosmetology services for male and female populations, to include those with physical and/or mental impairments. The awarded contractor shall be a licensed barber shop, licensed cosmetology shop, a licensed barber with the permission of his or her employing barber shop/salon, or licensed cosmetologist with the permission of his or her employing salon capable of providing geriatric barbering and cosmetology services for male and female populations, to include those with physical and/or mental impairments.

The awarded contractor shall provide proof of active salon license and contractor employee licenses that would be assigned to perform services at HVH at time of bid submission.

B. Pricing. Potential bidders shall submit pricing for all line items/services requested by DMVA.

III. Project Statement.

A. Services. Compliance with contract specifications will be under the direction of HVH's Business Manager or designee.

Services provided for this Contract will be provided on an as needed basis. The awarded Contractor will be an independent contractor. The awarded Contractor will not be an Employee of the Commonwealth of Pennsylvania. At all times in the performance this Contract, the Contractor shall render professional services in accordance with HVH policies, procedures, rules, and standards. The Contractor must also be in compliance with all Federal, State, and Local regulations. Provider must hold a valid PA Cosmetology/Barber Manager or Teacher License. State law requires that a person holding a Manager’s License or above must be on site at all times when Cosmetology services are being performed. It is not legal for a person holding an Operator’s License to manage a shop.

The awarded contractor must have experience doing haircuts, shaves, beard and mustache trims on male clients as well as have the ability to do haircuts, permanent waves, coloring, shampoo and sets and styling for female customers. Provider must have extensive experience performing these services on geriatric male & female clients as well as those with physical and/or mental impairments. Provider must have ability to perform services to clients outside of the shop on a monthly basis for Dementia Unit.

In order to appropriately manage and schedule cosmetology services at HVH, the Awarded Contractor shall ensure that there will be continuity of personnel throughout the period of the contract and will assign the same cosmetologist daily to provide services to our male and female residents

The awarded contractor will also provide an alternate cosmetologist during periods of extended vacations or other extended leaves.

The Awarded Contractor will provide one (1) Shampoo and one (1) Haircut per month to HVH’s approximate 300 Residents, Male and Female. DMVA will be responsible to pay the Contractor for the shampoo and haircuts that it provides to HVH’s residents for each month.

All other services provided to residents will be paid by the resident receiving the services provided by the awarded Contractor as referenced on Attachment (A).

The Awarded Contractor shall give consideration to currently fashionable hairstyles, resident preferences, staff recommendations, safety, and sanitary procedures while providing services, and shall be responsible for routine clean up after the service is performed.

The Awarded Contractor is to be aware that part of the population may be bed bound patients, and additional time may be required to service this group.

Services under this purchase order shall be provided at the HVH facility. Services may be provided in the residential living areas, nursing floor patient rooms, or the facility Barber Shop, whichever is in the best interests of the resident. Provider must supply and bear the cost of all supplies and personal equipment needed to perform services. Facility shall provide proper shop and utilities. Manager responsible for scheduling appointments, completing and submitting invoices, and filing all applicable Federal, State and Local taxes.

B. Contract Employees. The awarded contractor shall result in a Contract for a firm to provide Contractors that will work at a Department of Military and Veterans Affairs location and may be working with both Federal and State employees. The individuals on site working under the Contract must be identifiable at all times as a Contractor with a badge. Any correspondence that is sent by the Contractors while working under the Contract must include the following statement: “I am not a government employee and have no legal authority to obligate any Federal or State government in any way”.

C. Facility Access. The awarded contractor shall be required to report to the facility reception/security desk to obtain badges or sign in prior to the commencement of work under this Contract.

D. BID Eligibility, Submission Requirements and Inquiries. The awarded contractor shall provide all required bid documents as stated in the bid solicitation. Bidders who fail to provide this information and any other required bid response documents with their bid response may have their bid rejected.

Contractors will submit their bid packages electronically, via the Commonwealth of Pennsylvania’s supplier portal. All bids, submitted electronically must meet the bid submission deadline requirements. If a bid is not received by the bid opening date and time, DMVA will not consider the bid for award. The Commonwealth reserves the right to reject any and all bids, to waive technical defects or any informality in bids, and to accept or reject any part of any bid if the best interests of the Commonwealth are thereby served.

If you experience complications with submission of your bid or uploading of required documents through the SRM portal, please contact the Customer Service Center by dialing toll-free (877) 435-7363 and select Option 2. Please contact the Customer Service Center and/or the listed agency point of contact (POC) with ample time for resolution no later than twenty four (24) hours prior to the bid opening deadline. All questions relevant to the bid submission requirements must be addressed via email to the POC listed in the Inquiries portion below, prior to the bid opening deadline.

You may refer to the SRM Bidding Reference Guide on the Supplier Portal at www.pasupplierportal.state.pa.us for further details on attaching documents to your bid and bidding instruction.

E. Resident Option of Services. Each resident of HVH reserves the right to accept or reject participation in the service offered under the awarded Contract. The residents or residents' families may choose to obtain these services from another vendor at their own discretion and expense.

F. Hours of Operation. The awarded contractor shall perform services weekly Monday through Friday between 9:00 a.m. and 4:00 p.m. Contractor and HVH will schedule barber and beautician services on mutually agreeable days and hours. Service hours have the potential to increase as the HVH’s resident population grows. By mutual agreement with the contractor, HVH may modify the specified hours of service to meet the facility’s needs.

Normal business hours are Monday – Friday from 8:30 am through 4:30 pm.

G. Final Inspection. DMVA reserves the right to conduct a final inspection and acceptance test of all work or deliverables acquired under this PO.

H. Estimated Quantities. DMVA quantities listed in the Purchase Order are considered estimated.

I. Like Services/Increase and Decrease Quantities. The DMVA Reserves the right to add like services or supplies to the contract not listed in the original solicitation or contract if a need arises. The awarded contractor will be notified in writing when services or supplies have been added. DMVA reserves the right to increase and decrease quantities resulting from variations between any estimated quantities in the Contract and actual quantities. 

J. Qualification/Scope of Work Changes.  The DMVA reserves the right to change qualifications and/or scope of work items to enhance the success of the service.

K. Supplies and Equipment: The Contractor will furnish all supplies and equipment necessary to perform these services as outlined in this statement of work at no additional charge to DMVA.

L. Compliance: All services and supplies provided must be compliant with the most current applicable Federal, State, and Local, Standards, Laws, Guidelines, Licensure Requirements, and Regulations (Requirements). In any event where the awarded contractor creates a scenario where the contracting agency is found to be out of compliance with any Requirements the awarded contractor will be liable and responsible for any damages suffered by DMVA. All non-compliance issues must be addressed and resolved by the awarded contractor within (48) forty-eight hours of notification to the awarded contractor. It is the awarded contractor’s responsibility to ensure they are complying with all Requirements, including any updates throughout the duration of the contract, regardless of being provided them specifically by DMVA.

M. Confidentiality: Terms and Conditions; V.44 Contract-037.1a the contractor will be required to submit a signed copy of the Business Associate Agreement with their bid. If this document is not returned, as requested in the bid solicitation, their bid may be rejected.

N. Medical Screening. The awarded contractor will have staff complete the following prior to the provision of services: Contractor/Vendor TB Screening Attestation, The HealthCare Personnel (HCP) Baseline Individual Tuberculosis (TB) Risk Assessment, Initial Tuberculosis (TB) Signs & Symptoms questionnaire, as well as, TB Testing if not completed within the past twelve (12) months.   

The awarded contractor will present proof for all staff assigned to the SVH of having received a complete two-step PPD (purified-protein-derivative) tuberculin skin test (TST) with negative/no reaction result completed within the past twelve (12) months or a negative Interferon Gamma Release Assay (IGRA) blood test (examples: QuantiFERON / T-spot). A single negative IGRA test done within the prior 12 months will be accepted. 

  

TST (Tuberculin Skin Test). 

• If the individual has had only one TST in the past 12 months, that test would be considered the first of the two-step process, the second step being the repeat TST test. 

• If an individual has not had a TB test within the last twelve months or has never had a TB test and TST is being done for the first time, the 2 step TST protocol shall be followed. 

Contractors with a newly positive TB Test result will complete a symptom evaluation, TB Signs & Symptoms Questionnaire, and be referred to the local County Health Department (DOH) and potential restriction from the SVH.  

Contractors with a known history of positive TB Testing; a past chest x-ray, applicable clearance from County DOH or Primary Care Provider (PCP), and symptom evaluation, TB Signs & Symptoms Questionnaire, must be submitted to the SVH prior to rendering services.   

Contractors assigned to the SVH must complete a TB Signs & Symptoms Questionnaire annually.  If symptomatic screening is positive at any time, the contractor is required to follow the direction of the SVH Infection Preventionist in relation to further testing and screening, potential follow up with local Department of Health and potential restriction from the SVH.  

It is the awarded contractor’s responsibility to ensure the SVH is provided with the most current documentation throughout the term of the agency contract.  

Failure to provide the required documentation will be interpreted as the awarded contractor not complying with the Terms and Conditions of the agency contract.

O. Reporting Requirements: The Awarded Contractor must supply current copies of any required reports, inspection documentation, and/or certificates that are required of him/her to provide the relevant service in the Commonwealth of Pennsylvania, as specified in the Statement of Work. This documentation must be provided to the designated point of contact at the specific program office or facility where services are being provided. The Awarded Contractor must mail, fax, or hand deliver copies of all necessary information to the Veterans’ Home where services are to be provided, within the timeframe as designated in the Statement of Work. It is the Contractor’s responsibility to make sure that Christine Hooder at chooder@pa.gov is provided with the most current documentation throughout the term of the Contract. Failure to provide the required documentation will be interpreted as the Contractor not complying with the Terms and Conditions of the Contract.

P. Malpractice Insurance: The Contractor shall, at all times during the term of this agreement, carry at his/her sole expense appropriate liability insurance, including malpractice coverage.

Q. Licensing, Credentials: The awarded Contractor(s) must supply current copies of credentialing, licenses, regulations, and/or certificates that are required of him/her to provide the relevant service in Pennsylvania. This documentation must also be provided for all of the Contractors staff providing services in the appropriate DMVA facility. The awarded Contractor(s) must also supply the above items if staff is added or changed during the term of the contract.

R. Background Checks Restrictions. The awarded contractor’s employees, contractors, or resources shall not be employable by DMVA if they have been found guilty of abuse, neglect, exploitation, misappropriation of property or mistreatment by a court of law, or have had a finding entered into the Pennsylvania nurse aide registry or any State registry if applicable, concerning abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property, or have disciplinary action in effect against his/her professional license by at state licensure body as a result of finding of abuse, neglect, exploitation, mistreatment of residents or misappropriation of resident property. DMVA has the right to review each individuals background check on a case-by-case basis for any other infractions. 

S. Facility Security Procedures. Each time the awarded contractor’s employees provide services for DMVA, they will be required to sign in at the security desk at the main entrance of the facility, obtain contractor identification badges, and report to DMVA POC, prior to the provision of services under this PO. Upon completion of the services, the awarded contractor’s employees must return to the security desk, sign out, and return all badges issued to them. For the Veterans Homes, any medical providers or individuals providing services directly to residents will be required to punch in and out at a time clock or access device. The awarded contractor shall follow all required security procedures of each location within the facility in addition to any other pertinent identification or requirements as deemed necessary by DMVA. Particularly sensitive areas may require DMVA staff to accompany the awarded contractor’s employees. These procedures may vary from work location to work location and must be adhered to. If requested by the facility designee, the awarded contractor shall provide paperwork for facility designee to sign verifying satisfactory services have been provided. 

T. Facility Policies and Procedures. The awarded contractor’s employees providing services at the Veterans Home shall follow all policies and procedures of the Veterans Homes. The awarded contractor may obtain a copy of all Veterans Home policies and procedures from the Veterans Homes POC.

U. DMVA Payment Authorization. For all services provided under the Contract, DMVA reserves the right to authorize the Veterans Home to pay for the services provided.  The awarded contractor shall bill DMVA and DMVA shall pay for services with DMVA payment authorization.  DMVA shall provide pre-authorization in writing to the awarded contractor prior to the provision of services. The awarded contractor shall provide an itemized invoice by resident for all services billed to DMVA.  

V. Infection Control. The awarded contractor must comply with all Commonwealth of PA infection control requirements, Centers for Disease Control and Prevention (CDC) guidance, and COVID-19 guidelines for the duration of the contract period.

W. Annual Training of Contracted Staff: All awarded contractors, contractor personnel, and subcontractors that encounter residents during the performance under their contract at a Veterans Homes shall complete annual training.  The training will consist of safety topics, emergency preparedness, residents’ rights, abuse, infection control, reporting, incidents, HIPAA, and compliance.  The approximate length of all combined trainings is estimated at no more than 2 hours per person. The cost associated with the annual trainings shall be included in contract amount and shall not be billed separately.  

X. Pennsylvania Worker Protection and Investment. The awarded contractor must maintain compliance with all Pennsylvania state labor and workforce safety laws for the duration of the contract, including, but not limited to:

a. Construction Workplace Misclassification Act.

b. Employment of Minors Child Labor Act.

c. Minimum Wage Act.

d. Prevailing Wage Act.

e. Equal Pay Law.

f. Employer to Pay Employment Medical Examination Fee Act.

g. Seasonal Farm Labor Act.

h. Wage Payment and Collection Law.

i. Industrial Homework Law.

j. Construction Industry Employee Verification Act.

All bidders shall submit the Worker Protection and Investment certification with their bid.

Y. Program Office POC. The awarded contractor shall provide all required documentation throughout the term of the executed PO to the POC for the program office:

Dawn Hopkins, Procurement Specialist 1

Department of Military & Veterans

Hollidaysburg Veterans Home

138 Veterans Boulevard

Duncansville, PA 16635

Telephone: 814-696-5210

Email Address: dawhopkins@pa.gov