Inactive Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 3 of 40 Page 1 of Page 4 of 51 DESCRIPTION Description This is a combined synopsis/solicitation for commercial products... Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Page 3 of 40 Page 1 of Page 4 of 51 DESCRIPTION Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This combined synopsis solicitation amendment is being issued to revise the price schedule and spreadsheet (See Below and Attachment 1 36C25023Q0883 LineItems) as well respond to the questions received (See Attachment 3 Questions and Answers). All other terms and conditions of the combined synopsis solicitation remain the same. This solicitation is set-aside for Service Disabled Veteran Owned Small Business (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 492110, with a small business size standard of 1500 Employees. The FSC/PSC is R602. The 6100 Oak Tree Blvd, Suite 490, Independence OH, 44131 is seeking to purchase courier services to provide specimen pickup/drop off from Louis Stokes VA Medical Center Cleveland (LSVAMCs), LSVAMC s Community-Based Outpatient Clinics (CBOCs), and LSVAMC s other clinics on a scheduled and STAT basis. All interested companies shall provide quotations for the following: Services See Attachment 1 36C25023Q0883 LineItems DESCRIPTION/SPECIFICATION AND WORK STATEMENT Laboratory Courier Service GENERAL: The contractor shall provide all necessary labor, materials, supervision, and transportation vehicles to perform and/or provide services herein. SCOPE OF WORK: The contractor shall pick up and deliver blood, blood components, or specimens within thirty (30) minutes after the initial notification of a STAT emergency from the Contracting Officer s Representative s (COR) designees on a 24-hour basis, seven (7) days per week, and all other blood or component pick-up and deliveries shall be made within two (2) hours of the initial notification from the COR. Specimen/instrument pick-ups from the Community Based Outpatient Clinics (CBOCs) listed herein shall be made according to the schedule listed in the table below, excluding federal holidays (actual and observed). Please see section titled Federal Holidays for more specific information. The contractor shall also be available to pick-up specimens from the Wade Park Blood Bank to take to the Cleveland Red Cross Reference Lab 24/7/365. They shall also be available to pick-up specimens from the Wade Park Hematology to deliver to University Hospitals or The Cleveland Clinic Foundation 24/7/365. The contractor shall also be available to take blood or components from the Cleveland Red Cross for irradiation, and then return immediately to the Wade Park Blood Bank 24/7/365. Occasionally, the contractor may be asked to pick-up and deliver emergency reagents from Cleveland area hospitals to the Wade Park Hematology Lab 24/7/365. It shall be mandatory that each driver sign the log sheet at each facility during pickup with his/her name, date and time of pick-up and number of Igloos picked up. It shall be mandatory that each driver sign the log sheet located at Wade Park before dropping off of the Igloos. The information required will be date and time of drop-off, driver, signature and number of igloos from each facility. All incoming igloos will be placed in the area(s) designated by Louis Stokes Cleveland, Pathology & Laboratory Medicine Service personnel. All outgoing igloos in the designated outgoing area must be picked up and returned to each facility. All outgoing igloos that are picked up must be delivered to the appropriate location the following working day. All courier drivers will be instructed on blood borne pathogens and documentation provided to the contracting officer with price proposal and periodically as laboratory regulations require. Pathology and Laboratory Medicine Service shall be notified as new drivers are added. Drivers are strictly prohibited from opening and unpacking the Igloos. BLOOD BORNE PATHOGENS: Contractor and the employees provided, pursuant to this contract, shall comply with the effective VAMC Policy (and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA's General Duty Clause) governing health care workers infected with a blood borne pathogen. If the Contractor obtains information that a health care worker providing care pursuant to this agreement becomes infected with a blood borne pathogen, Contractor will advise the Contracting Officer immediately. HAZARDOUS CHEMICALS: The contractor may sometimes be required to transport hazardous chemicals in small quantities. All drivers must be trained in DOT transportations of hazardous chemicals in case of spill. PENALTY FOR DELAYED OR MISSING PICK UP: Any delayed delivery or pick up causing a cancellation of test(s), the re-drawing of the patient's blood specimen(s), and any extra pick-up or deliveries required to deliver the delayed igloo(s) to the location specified, will lead to a deduction from the weekly invoices of $15.00 per item(s) to recover costs associated with this event. Any extra pick up or delivery required to deliver delayed Igloo(s) to the location specified the original delivery fee shall be deducted. Up to five (5) missed pick-ups or serious courier errors leading to adverse patient care (i.e. significant delays) within a rolling 12 month period may lead to termination of this contract for default. Contractor Employees: The Government reserves the right to restrict contractor employees from performing services under this contract, who violates federal regulations or is identified as a potential threat to the security, safety, health or the operational mission of this facility and its population. Contractor's employees shall not loiter in or around the facility during off duty hours. The removal of such a person shall not relieve the contractor from providing all the required services described herein. Contractor shall wear neat, clean clothing. Employees must be identified by having company logo and/or name attached to their clothing. Contractor Equipment, Vehicles and Inspection: The VA reserves the right to inspect Contractor's equipment and vehicles and/or require documentation of compliance with contract specifications, and State laws. VA inspections of Contractor facilities shall in no way constitute a warranty by the VA that the Contractor's vehicles and equipment are properly maintained. The VA reserves the right to restrict the Contractor's use of equipment and vehicles which are in need of repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with state law. The restriction of such equipment and vehicles shall not relieve the Contractor from performing in accordance with the strict intent and meaning of the contract without additional cost to the VA. The Contractor shall have a contingency plan if the primary vehicle(s) and driver(s) are unavailable. Minimally, an alternate, reliable vehicle and qualified driver must be able to perform the duties of this contract. The VA reserves the right to have VA personnel, such as Contracting Officer, Contracting Officer's Technical Representative, or their designee, observe and inspect Contractor operations at any time during the term of this contract. Additionally, all vehicles and drivers must be licensed and meet the minimum inspection requirements of the State of Ohio. HIPAA COMPLIANCE: HIPAA compliance is required. Contractor must adhere to the provisions 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 HIPAA, the Contractor will be required to enter into a Business Associate Agreement (BAA) with VA. PERFORMANCE PERIOD: Base Year: October 1, 2023 September 30, 2024 Option Year 1: October 1, 2024 September 30, 2025 Option Year 2: October 1, 2025 September 30, 2026 Option Year 3: October 1, 2026 September 30, 2027 Option Year 4: October 1, 2027 September 30, 2028 FEDERAL HOLIDAYS: Most times, VA outpatient clinics are closed on federal holidays. Occasionally, a pickup may be needed, and VA will arrange with the courier if/when that occurs. New Year s Day Martin Luther King s Birthday President s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day Any other day specifically declared by the President of the United States to be a National Holiday If a federal holiday falls on a Saturday, the Friday before will be the observed holiday. If a federal holiday falls on a Sunday, the Monday after will be the observed holiday. INVOICES AND PAYMENT FOR SERVICES: Payment for services rendered by the Contractor under the terms of this contract shall be made monthly in arrears in accordance with FAR 32.9 upon receipt of a properly executed invoice. Contractor shall submit invoices electronically within fifteen (15) calendar days via the Tungsten Portal following the end of the month. The COR or Program Manager will verify services have been performed and certify invoices for payment within 30 days of receiving an invoice. Any identified discrepancy(s) in billings shall be cause for extending provisions of this paragraph until such time as the discrepancy or identified problem with the billing invoice has been remedied. The terms of any prompt payment discounts offered shall be clearly identified on invoices. The parties agree that the Government due to fluctuating workloads and service requirements may increase or decrease periodically. Accordingly, except for minimum ordering requirements identified elsewhere in the contract, the Government shall only be charged for such services on an as needed basis. In accordance with FAR clause 52.232-34 all payments by the Government under this contract shall be made by electronically funds transfer (EFT). Invoices shall contain an itemized listing of the date, time and location of drop-off or pick-up. Invoices should be submitted at least monthly to the VA electronically through the Tungsten System. QUALITY ASSURANCE: The Quality Assurance Surveillance Plan (QASP) and its performance will be used to determine Customer Satisfaction scores (CPARS). Customer satisfaction ratings are based on the average score for each category listed in the table below: Exceptional 4 Very Good 3 Satisfactory 2 Marginal 1 Unsatisfactory <1 Standard Task ID (CPARS) Indicator Acceptable Quality Level Method of Surveillance Incentive Repeat runs are minimal due to transport issues. Quality Assurance 1.1 Successful transport Specimen rejections are minimal due to transport issues. Per Quarter: Exceptional: 0 Very Good: 1 Satisfactory: 2 Marginal: 3 Unsatisfactory: >3 Problem records Manifests Exercise of Option Period Works with customer to resolve complaints. 1.2 Substantiated complaints No unresolved substantiated customer complaints per year Invoice records Transport records Problem records Manifests Exercise of Option Period Delayed pickup and deliveries are minimal. Schedules 2.1 Timely Pickup and Delivery 90% pickup and delivery within 1 hour of designated times. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Troubleshooting records Manifests Exercise of Option Period Invoices are submitted monthly. Cost Control 3.1 Invoice Accountability 100% Invoices received through Tungsten Invoice records Exercise of Option Period Invoices are itemized by the service received. 3.2 Invoice Verification 80% Invoices contain all necessary information for proper processing. Excellent: 95-100% Very Good: 90-94% Satisfactory: 85-89% Marginal: 80-84% Unsatisfactory: <80% Invoice records Exercise of Option Period Standard Task ID (CPARS) Indicator Acceptable Quality Level Method of Surveillance Incentive Conducts timely follow-up on complaints. Management 4.1 Complaint Handling 90% Complaint follow-up within 48 hours of initial complaint or within agreed upon timeframe. Exceptional: 100% Very Good: 95-99% Satisfactory: 90-94% Marginal: 85-89% Unsatisfactory: <85% Invoice records Transport records Problem records Exercise of Option Period Ensures couriers are adequately trained. Regulatory 6.1 Training Records 100% courier biohazard and specimen transport training is up to date. Training records Exercise of Option Period List of Addresses and Locations: University Hospitals 11100 Euclid Ave 5th Floor Bishop Building, Cleveland, Ohio 44106 The American Red Cross - 3747 Euclid Ave, Cleveland, Ohio 44115 Akron CBOC - 55 West Waterloo Road, Akron, Ohio 44319 Lorain CBOC 5275 Abbe Road North, Sheffield Village, Ohio 44035 Sandusky CBOC 1912 Hayes Avenue, Sandusky, Ohio 44870 Warren CBOC -1460 Tod Avenue NW, Warren, Ohio 44485 Youngstown CBOC - 1815 Belmont Avenue Youngstown, Ohio 44504 East Liverpool/Calcutta CBOC -15655 State Route 170 Suite A, Calcutta, Ohio 43920 Mansfield CBOC -1025 South Trimble Road, Mansfield, Ohio 44906 Ravenna CBOC - 6751 North Chestnut Street, Ravenna, Ohio 44266 New Philadelphia CBOC - 1260 Monroe Avenue, Suite 1A, New Philadelphia, Ohio 44663 Lake County CBOC 35000 Kaiser Court, Willoughby, Ohio 44094 Canton CBOC - 733 Market Avenue South, Canton, Ohio 44702 Parma CBOC - 8787 Brookpark Road, Parma, Ohio 44129 Outpatient Surgery Center - 8901 Superior Avenue, Cleveland, Ohio 44106 Midtown Dialysis Center - 7000 Euclid Ave., Cleveland, Ohio 44103 Transitional Residency (TR) House - 9401 Lorain Avenue, Cleveland, OH 44102 Cleveland Clinic 9410 Carnegie L15 Building Room L1-147 Cleveland, Oh 44106 Center for Human Genetics Laboratory W.O. Walker Center, 6th Floor 10524 Euclid Avenue Cleveland, Ohio 44106 University Hospital Core Laboratory Bishop Building 5th Floor 11100 Euclid Ave. Cleveland, Oh 44106 The contract period of performance is 10/1/2023-09/30/2024 Base year plus four option years through 09/30/2029. Place of Performance/Place of Delivery Address: Varied see Statement of Work