Inactive

STATEMENT OF WORK Courier Services for Oklahoma VA Health Care System 1. COURIER SERVICES: The Department of Veterans Affairs, Oklahoma City VA Health Care System (OKC VAHCS), 921 N.E. 13th, Oklahoma ... STATEMENT OF WORK Courier Services for Oklahoma VA Health Care System 1. COURIER SERVICES: The Department of Veterans Affairs, Oklahoma City VA Health Care System (OKC VAHCS), 921 N.E. 13th, Oklahoma City, Oklahoma, is performing Market Research for the procurement of Courier Services between the OKC VAHCS and the following Community Based Outpatient Clinics (CBOC s): Ada VA Clinic 717 Better Now Plaza Ada, OK 74820-2279 Altus VA Clinic 1604 North Main Altus, OK 73521-2145 Ardmore VA Clinic 1235 12th Avenue Northwest Ardmore, OK 73401-1850 Blackwell VA Clinic 1009 West Ferguson Avenue Blackwell, OK 74631-5602 Clinton VA Clinic 315 West Gary Boulevard Clinton, OK 73601-2835 Enid VA Clinic 401 South 3rd Street Enid, OK 73701-5737 Fourteenth Street VA Clinic 1301 Northeast Fourteenth Street Oklahoma City, OK 73117-2018 Lawton North VA Clinic 2640 Miner Road, Suite 2640 Fort Sill, OK 73503-4437 Lawton VA Clinic 4303 Pitman Street, Building 4303 Fort Sill, OK 73503-4473 Norman VA Clinic 1020 24th Avenue Northwest Norman, OK 73069-6341 North May VA Clinic 2915 Pine Ridge Road Oklahoma City, OK 73120-6111 North OKC VA Clinic 14400 Bogert Pkwy, Oklahoma City, OK 73134 Shawnee VA Clinic 3700 N Kickapoo Ave. Shawnee, OK 74804 South Oklahoma City VA Clinic 7919 Mid-America Boulevard, Suite 250 and Third Floor Oklahoma City, OK 73135-6610 Stillwater VA Clinic 320 North Perkins Road Stillwater, OK 74075-5513 Tinker VA Clinic 7050 Air Depot, 72nd Medical Group, Suite 1094 Tinker AFB, OK 73145-8716 Wichita Falls VA Clinic 2600 Central Freeway, Suite 180 Wichita Falls, TX 76306-2850 Yukon VA Clinic 1808 Commons Circle Yukon, OK 73099-9518 The Contractor shall provide regularly scheduled pickups and deliveries of various items, as identified in this Statement of Work, between the OKC VAHCS and Community Based Outpatient Clinics listed above. 2. ITEMS TO BE TRANSPORTED include: a. Sterile Supplies. b. Laboratory specimens included, but not limited to: blood, urine, body fluids, biopsies, and viral cultures. c. Interoffice Mail. d. Basic office supplies: paper, files, pencils, paperclips, etc. e. Basic clinical supplies: linens, gauze, tape, etc. f. Equipment that does not exceed 75 lbs. Small oxygen tanks E type. g. Pharmacy Prescriptions 3. DELIVERY SCHEDULE: Pick up supplies from a designated area at the OKC VAHCS warehouse by 11:00 am and deliver to various CBOC s by timeframe specified by those locations. Pick up supplies and specimens from various CBOC s and deliver the supplies back to the designated area at the OKC VAHCS by 4:00 pm. Specimens must be handed to a laboratory employee. Deliver the specimens to Pathology & Laboratory Medicine Service, 4th floor, Drawing Area. No service required on Federal holidays and weekends. Pickups will also be made on the day before a Federal Holiday (New Year s Day, July 4th, Veteran s Day, Thanksgiving Day, Christmas Day) unless the holiday is on a Monday. These pickups shall be between 4:00-4:30pm and delivered to OKC VAHCS Lab no later than 6:30pm same day. 4. PACKAGING FOR DELIVERY: a. Sterile Supplies and basic clinical supplies will be properly packaged by the VA personnel for transport and will be placed in plastic distribution boxes that shall be locked by VA SPD personnel prior to pick up. Protective Packaging will be provided by the VA as necessary. · The VA will be responsible for preparing an inventory sheet listing all items in the distribution boxes. There shall be no tampering with the distribution boxes. The responsible person will account for and sign the inventory sheet. · The Contractor shall ensure that transportation vehicle is clean at all times and free of any soiled items on board that could cause contamination of sterile instruments (i.e. prevent boxes from becoming wet, no puncture holes or openings in the outer layer of the packaging). · Contractor shall take special care in transporting sterile supplies and handle each distribution box with care, as the supplies are fragile. Contractor s vehicle shall be of sufficient size to accommodate the size and weights of the distribution boxes and have racks to secure oxygen bottles. To prevent excess jarring of instruments and distribution boxes from sliding around in the vehicle, the Contractor shall provide adequate padding while in transport to maintain stability of the distribution boxes. Contractor shall provide a smoke free vehicle. b. Laboratory specimens will be packaged and marked by VA personnel in sealed containers/bags and separated into three temperature increments, room air, chilled, and frozen. Protective packaging will be provided by VAMC as necessary. All specimens must be transported in accordance with all Department of Transportation and OSHA Codes of Federal Regulations (CFR) 29 and 49. 5. TEMPRATURE REQUIREMENTS FOR SPECIMENS: Contractor shall maintain proper temperature in vehicles and shall provide shipping containers to preserve specimens. Contractor shall provide insulated transport carriers that shall maintain the required temperatures to be used for pickup and delivery of specimens. Contractor will provide a daily temperature log and note the temperature at time of pickup and again at time of delivery. a. Room temperature specimens shall be maintained between 20 and 24 degrees Centigrade. b. Chilled/Refrigeration temperature specimens shall be maintained between 2 and 8 degrees Centigrade. c. Frozen temperature specimens shall be maintained at less than 0 degrees Centigrade. 6. CONTRACTOR S DUTIES AND RESPONSIBILITIES: Contractor must be a courier company with a state license and carry a minimum of $1,000,000.00 liability insurance. All couriers transporting specimens under this contract must be bonded and carry cellular phones and pagers for communications purposes. Any delays in the pickup/delivery of specimens to the laboratory must be reported to: VA Medical Center Pathology Department at Oklahoma City VA Health Care System, Oklahoma City, a. The Contractor shall provide all courier services with a company vehicle and uniformed driver(s) to transport items identified herein. Items transported may have Personally Identifiable Information (PII), e.g. full names, addresses, etc., and/or Protected Health Information (PHI), e.g. medical test information, test results, etc. All such information will be secured in locked containers prior to pickup by the courier. The courier shall insure that this information is kept in the sealed containers throughout transport and must immediately notify the Contracting Officer if any PII or PHI is compromised or revealed to them or any other person in the performance of their duties. The Contractor shall ensure the confidentiality of all patient information being transported and may be held liable in the event of breach of confidentiality. b. The Contractor shall provide the Contracting Officer with their proposal, hazardous material license number, certificate of training of couriers (employees), Valid State Driver license for drivers, vehicle insurance, and registration. c. Vehicle Insurance: Before award of contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in the policies which adversely affect the interests of the Government in such insurance shall not be effective unless 30 day written notice of cancellation or change is furnished to the Contracting Officer. d. Workmen s Compensation: The Act of June 25, 1936, Stat. 1938 (40 U.S.C. 290), The Contractor agrees to procure and maintain while the contract is in effect, Workmen s Compensation and Employers Public Liability Insurance. The policy shall provide coverage for Public Liability limits of not less than the statutory limitations for any one accident, and at least meet the statutory limitations if more than one person is involved. e. Training: Contractor s couriers transporting lab specimens must be trained in Universal Precautions in the handling of biohazard materials (specimens). Training must include using clinical procedures in case of biohazard spills and accidents. Drivers must also be trained in accordance with Oklahoma City VA Sterile Processing Service Standard Operating Procedures IAP-106 Transport Driver Training , from our Sterile Processing Service Chief, Deidrea Reisman. Per facility policy, anyone who will be transporting RME is required to have the training included in the attachment: f. Driver: All drivers must maintain a valid driver s license for the type of vehicle operated as required by the State of Oklahoma. Drivers are required to carry a valid picture driver s license, valid vehicle registration and valid proof of insurance at all times while performing under this contract. A record of each driver as to character and physical capabilities of performing the duties as a courier must be maintained and made available to the Contracting Officer for inspection upon request. g. The Contractor personnel performing services to the Government must be able to read, write, speak, and understand English. The name of this person, and an alternate, or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. An updated listing will be provided as changes in personnel occur. h. The Contractor s personnel performing services to the Government shall, at all times, conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by wearing identification badges with the company name, and employee name affixed to the uniform. The company employee identification badge shall be worn in clear view above the waist, at all times, while on the premises of any Federal property. i. Contractor s vehicle shall have the company name/logo prominently displayed. j. Parking: It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking at the VA is available from the VA Police. There will be no validation or reimbursement for parking violations of the Contractor under any conditions. k. Restrictions: All Federal properties have implemented a smoke free environment policy. Authorized smoking areas are outdoors and more than 50 feet from any entrance. Smoking is prohibited inside any building. No alcoholic beverages or drugs are allowed on any of the installations mentioned in this solicitation. Possession of weapons is prohibited. Enclosed containers may be subject to search. Violations of Federal regulations may result in citation answerable in the United States (Federal) District Court, no a local district, state or municipal court. The speed limit on VA property is 15 miles per hour. Citations for violations on VA property of speed limits, parking violations and other infractions will be issued by the VA police. These infractions are federal offenses, which must be handled in a Federal District Court. No employee of the Government can assist any Contractor employee with the citation. l. Drivers are required to notify the Contracting Officer s Representative (COR) of any unusual events that impede delivery as required by the contract (i.e. weather). A written report of the event will be delivered to the COR by close of business the next work day. m. The Contractor shall direct all questions and problems regarding this contract to the Contracting Officer. The Contracting officer is the sole authority to amend the terms and conditions of this requirement. All changes will be issued via amendment and/or modifications in writing from the Contracting Officer to the Contractor. n. The CONTRACTING OFFICER SHALL BE NOTIFIED within two (2) hours, via phone and confirmed via facsimile of Contractor s knowledge of any conditions which may adversely affect the Contractor s ability to perform under the terms and conditions as stated in the specifications of this requirement. o. Should delivered or picked up items be lost, broken, or stolen, the Contractor shall be required to submit a written report to the Contracting officer within twenty-four (24) HOURS EXPLAINING THE CIRCUMSTANCES. Failure to provide the report within the specific timeframe will cause further review by the Government to determine if the infraction warrants suspension/termination of the contract. p. The Contractor shall be required to maintain a record and log of courier pickups and deliveries, indicating time and date of pickups, number of specimens from each location, along with signatures. q. The Government reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications, or who violates Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of the VA and its veteran population. The restriction of such Contractor personnel shall not relieve the Contractor from performing all the required services in accordance with all terms, conditions and schedules contained herein. r. The Contractor shall provide the description of the vehicle(s) which will be used under this contract in their offer. 7. QUALITY CONTROL: The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The Contractor shall develop and implement procedures to track, identify, prevent, remedy, and ensure non-recurrence of defective services. The Contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The Contractor shall immediately notify the Contracting Officer upon receipt of a customer complaint so joint validation may be accomplished. The Contractor is responsible for quality control and specification compliance. 8. QUALITY ASSURANCE: The Government will evaluate the Contractor s performance using customer complaint, periodic on-site inspection, and may at the Government s discretion, inspect each task to incur conformance and acceptance prior to payment. 9. EVIDENCE OF RESPONSIBILITY: Offerors must submit with their proposal the following: 1. Proof of Insurance 2. Hazardous Material License 3. Proof of Bonded Successful Offerors must meet all requirements of federal, state, or city codes and licenses regarding operations of this type of service. a. The Government reserves the right to thoroughly inspect and investigate the Contractor s vehicles, facilities, business reputation, and other qualifications of any Offeror and to reject any offer irrespective of price if it shall be administratively determined lacking in any of the essentials necessary to assure acceptable standard of performance. 10. ADMINISTRATIVE MATTERS DEFINITIONS a. CONTRACTING OFFICER: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under the resultant contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes which will affect price, quantity, quality or performance of the resultant contract. b. CONTRACTING OFFICER S REPRESENTATIVE (COR): a VA official who will provide the daily administration and coordination of the contract. Any technical questions pertaining to the resultant contract should be directed to the COR as delegated by the Contracting Officer (refer to 36C25918D0262 Page 11 of 22 Delegation of Authority Memo issued after award). The COR duties and limited responsibilities are detailed in the Delegation of Authority, which the Contractor is advised to read. c. In the event the Contractor affects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment to the contract price will be made to cover the increase in cost incurred as a result thereof. 11. SECURITY a. Background Investigation The position sensitivity impact for this effort has been designated as LIMITED Risk and the level of background investigation is SAC. b. Contractor Responsibilities 1. 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 of transfer to OPM. 2. Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center (07C), which will verify the information and advise the contracting officer whether access to the computer systems can be authorized. 3. The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. 4. After contract award and prior to contract performance, the contractor shall provide the following information to the CO: (1) List of names of contractor personnel. (2) Social Security Number, Date of Birth, Place of Birth and e-mail of contractor personnel. (3) Home address of contractor personnel or the contractor's address, Point of Contact, e-mail and telephone. 5. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. 6. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. 7. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident. c. Government Responsibilities 1. The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses. 2. Upon receipt, the VA Security and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. 3. The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days of transfer to OPM. 4. The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. 5. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.