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

Page 17 of 17 B2. STATEMENT OF WORK B.2.1. Purpose Statement: The purpose of the contract is to provide lab specimens transport service for eligible beneficiaries of the Roseburg VA Health Care System... Page 17 of 17 B2. STATEMENT OF WORK B.2.1. Purpose Statement: The purpose of the contract is to provide lab specimens transport service for eligible beneficiaries of the Roseburg VA Health Care System (RVAHCS). This will be for the Roseburg VA Medical Center (RVAMC) only. The Contractor shall furnish all necessary personnel, vehicles, management, supplies, transportation, equipment, and reports necessary to provide pick up and transport of lab specimens. Most of the transports would occur after normal business hours and on weekends for urgent care and inpatient care. Location address is as follows: Roseburg VAMC: 913 NW Garden Valley Blvd, Roseburg, OR 97471 Areas of service also include transports to and from RVAHCS to outside medical care facilities for VA authorized lab services. Lab specimen transport services will be available twenty-four (24) hours per day, seven (7) days per week, including all holidays. Performance shall be in accordance with, but not limited to, the requirements contained in this Statement of Work, standards of the Joint Commission, and applicable state requirements. The vehicles, personnel, and services rendered shall conform to all Federal, state, and local statutes, rules, and regulations including, but not limited to, ORS 677, ORS 682, OAR 333, OAR 847-035, and other applicable ORS and OAR (http://www.leg.state.or.us and http://arcweb.sos.state.or.us/banners/rules.htm) and other state requirements of Oregon, Washington, or California. Each patient will be treated with the utmost of respect and concern with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, with and in the presence of the patient, will be conducted in a professional manner. The Contractor s personnel will practice the utmost discretion when discussing the patient s condition with hospital professionals in the presence of the patient and relatives. The Contractor will maintain the highest quality standards of both patient and medical care. The care will be, at a minimum, consistent with current community standards of medical practice as established by the Oregon State Code and the standards established by the medical staff of the RVAHCS. Patient and medical care practices which appear to be inconsistent with the quality level of care expected by the RVAHCS medical staff will be evaluated by a team of RVAHCS clinical staff. The results of this evaluation will be communicated to the Contractor and their Medical Advisor through the Contracting Officer or Contracting Officer s Technical Representative CONTRACT DEFINITIONS AND ACRONYMS Lab Courier Lab transports. Mainly for after working hours of the VA lab or when the VA lab is unable to process. Contract is for the Roseburg location and Labs will be available at the Urgent Care with the Administrative Officer of the Day (AOD). Beneficiary - Veterans and other members determined to be eligible for benefits by the Veterans Health Administration (VHA). Business Hours/Days - Business hours/days are defined as the time of 8:00AM to 4:30PM, Monday through Friday, except Federal holidays. The Federal Government observes the following days as holidays. New Year s Day January 1st* Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4th* Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th* *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday. In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President s Proclamation Off Business hours/days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday and Sunday and Federal holidays. (h) Contracting Officer (CO) Veterans Administration official with the authority to enter, administer, and/or terminate contracts and make related determinations and findings. Any changes to a resultant contract may only be made through a written modification as prepared and executed by the CO. (i) Contracting Officer s Point of Contact (POC) - RVAHCS official responsible for providing contract oversight and technical guidance to the Contracting Officer. POC responsibilities will include, but not be limited to: surveillance of services required under this contract; determining the adequacy of Contractor performance according to the specifications of this contract; acting as the Government's representative; ensuring compliance with contract requirements insofar as the work is concerned, certification of invoices, placing orders for service, providing technical guidance, overseeing technical aspects of the contract, serving as a member on the vehicle inspection team. The POC cannot authorize deviations from the specifications and requirements of this contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The POC will be designated in writing by the CO after contract award. (j) Contractor - The term "Contractor" as used herein refers to both the prime Contractor and his employees, and any subcontractors and their employees. The Contractor shall be responsible for assuring that his subcontractors comply with the provisions of this contract. (k) Dry Run - A dry run is defined as a request for service by authorized RVAHCS personnel, whereby the Contractor arrives at the designated pick-up point and no patient is transported due to a change in the RVAHCS needs. The Contractor will be entitled to the applicable base rate only when dry runs are encountered due to no fault or negligence of the Contractor. (l) Joint Commission - A national organization dedicated to improving the care, safety and treatment of patients in a health care facility and environment. (o) Quality Assurance - Those actions taken by the Government to assure services meet the requirements of this contract. (p) Quality Assurance Evaluator(s) - Government personnel responsible for surveillance of Contractor performance. (q) Quality Assurance Surveillance Plan - An organized written document used for quality assurance surveillance. The document contains specific methods for performing surveillance of the Contractor's continuous performance (See Attachment III to the Solicitation) (r) Quality Control - Those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract. (s) Scheduled Trip(s) - The term "Scheduled Trip" as used in this contract refers to those trips in which the Contractor has been given advance notice (advance notice is defined as a notice given by 4:00 p.m. the prior business day) of required services and a specific pick-up time. (u) Unscheduled Trips(s) - The term "Unscheduled Trip" as used in this contract refers to those trips required on an as needed basis and advance notice is not given. (v) Vehicle(s) - The term "Vehicle(s)" as used in this contract refers to all modes of transportation provided under the requirements of this contract, unless a specific mode of transportation is identified. (w) Waiting - Waiting as used in this contract is defined as the time required and verified by authorized medical facility personnel (authorized employees will be identified per Paragraph B.2.14.), for the Contractor to wait at designated pick-up and/or delivery points in performing contract services. (x) Waiting Grace Period - The waiting grace period is defined as fifteen (15) minutes prior to the time waiting charges commence. The base rate for Lab Transport services shall include a fifteen (15) minute waiting grace period at origin and destination, prior to additional fee. B.2.2 CONTRACTOR EMPLOYEES Contractor employees shall not be considered Government employees for any purpose. RVAHCS reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications for the services he/she is required to perform and who violates Federal regulations or is identified as a potential threat to the security, safety, health and/or operational mission of the VA and its patient 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. The Contractor shall furnish qualified personnel as required by contract specifications to accomplish all services under this contract. Contractor personnel performing services to RVAHCS shall always conduct themselves in a professional manner, maintain personal hygiene, wear clean, neat uniforms and be identified by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, nametags and/or badges for performance of services under this contract. Employee identifications (that associate the employee with the Contractor) shall be worn in clear view above the waist. Contractor personnel shall not smoke in facilities or on the ambulance ramp to the Emergency Care Unit. There shall be no smoking on VA property or within the vehicles by Contractor, patient or any other passenger. Each patient shall be treated with the utmost of respect and concern, with a professional approach to his/her dignity as an individual and patient. All communication, both verbal and non-verbal, by Contractor's personnel with and in the presence of the patient, will be conducted in a professional manner. The Contractor's personnel shall practice the utmost discretion when discussing the patient's condition with hospital professionals in the presence of the patient, relatives, and/or caregivers. B.2.3 CONTRACTOR PERSONNEL QUALIFICATIONS: (a) All Contractor personnel performing contract services shall meet the qualifications as specified in this contract, as well as any qualifications required by Federal, State, County and local government entities from the place in which they operate. Contractor personnel shall meet these qualifications always while performing contract services. Record of each employee as to name, level, and certification to perform the duties of a Lab Specimen Transport driver or attendant shall be maintained and made available for inspection upon request. The VA requires that all contractor personnel receive a physical verification of safe driving record and drivers check every 2 years, and safety training one time per year. During the contract period of performance, if the Contractor proposes to add on or replace personnel to perform contract services, the Contractor shall submit the required evidence of training, certifications, licensing and any other qualifications to the designated POC. At no time, shall the Contractor utilize add-on or replacement personnel to perform contract services who do not meet the qualifications under the terms and conditions of this contract. The Contractor shall provide evidence of required training, certifications, licensing and any other qualifications of any personnel performing services under this contract. Drivers shall have a valid operator's or chauffeur's license in accordance with Federal, State and local government requirements for their place of operation, for the services they perform. B.2.4 CONTRACTOR EQUIPMENT, VEHICLES AND INSPECTION: (a) RVAHCS reserves the right to inspect contractor's equipment and vehicles or require documentation of compliance with contract specifications. RVAHCS inspections of contractor facilities shall in no way constitute a warranty by RVAHCS that the contractor's vehicles and equipment are properly maintained. RVAHCS reserves the right to restrict the Contractor's use of equipment and vehicles which need repair, unclean, unsafe, damaged on the interior or exterior body, and are not in compliance with contract requirements. 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 RVAHCS. (c) Vehicles shall be clean and maintained in good repair in accordance with manufacturer's instructions and specifications always during the performance of this contract and shall contain - An emergency safety kit, Fire suppression equipment Appropriate road emergency warning equipment. Written emergency procedures. (e) All vehicles must remain locked when not attended by Contractor employees to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running, due to exhaust fumes. (h) The Contractor shall submit a letter, in duplicate, fully describing the make, model and year of the vehicle which he/she agrees to furnish under this contract and the location and telephone numbers of his/her establishment where calls are received, and vehicles are dispatched. This letter shall contain information as to the metering devices or methods Contractor proposes to use in determining mileage. The Contracting Officer shall be notified, in writing, of any equipment added or deleted after award of contract. B.2.5 SUBCONTRACTOR TERMS: The Contractor will be authorized to utilize another Lab Courier service company, as a subcontractor (certified to be within all requirements of this contract) to complete these transportation requests. All bills for this subcontractor service will be paid directly to the Prime Contractor at the contract rate. The Prime Contractor will be responsible for payment for any subcontracted services. B.2.7 SUBSTITUTION OF BENEFICIARY RVAHCS reserves the right to substitute or add specimens at any time during the performance of this contract to prevent delays, cancellations, or dry runs. There shall be no additional charge to RVAHCS when such changes occur. B.2.9 STANDARDS OF CARE The Contractor shall adhere to the highest quality standards of both patient and medical care. Contractor shall adhere to the city, country and state protocols established for medical courier transportation. B.2.10 HOURS OF PERFORMANCE AND RESPONSE TIMES Hours of Performance. Contractor shall provide all Lab transportation services for patient beneficiaries as requested. In the event of unusual circumstances, where the Contractor is unable to perform services, the Contractor shall immediately notify the RVAHCS Travel Section and provide a justification for non-performance. RVAHCS reserves the right to re-procure services which cannot be performed by the Contractor, in accordance with the terms, conditions, and schedule of this contract. Response Time Compliance Rate. The Contractor shall maintain at a minimum, a 95% compliance rate on responses to pick-up or deliver labs during the contract year. Failure of the Contractor to perform in accordance with this compliance rating may constitute sufficient cause for termination of the contract for "cause," (see FAR clause 52.212-4(m)). If the Contractor's place of business is located beyond the local telephone call zone of RVAHCS, the Contractor shall install and provide to RVAHCS, a toll-free number for accepting RVAHCS calls. It is estimated that 80% of all requests for service will be placed by telephone and 20% by fax. Requests for service may also be in writing or oral from an authorized representative of RVAHCS (authorized employees will be identified), and may be completed by telephone, mail, e-mail, or in person (by giving a written or verbal request). Electronic Transmissions. The Contractor shall, always during the contract period, have on his/her premises a functioning fax machine to communicate requirements with RVAHCS (i.e., patient incidents, requests for service, special correspondence, etc.). The Contractor shall indicate if there is e-mail availability for their company to complete communications with RVAHCS (use of this communication system shall be mutually agreed upon after award of contract before any communications are completed in this manner). B.2.11 WAITING TIME Under no circumstance shall a lab wait for transportation service for more than thirty (30) minutes without corrective action being initiated. The only exception is if medical lab staff indicates thirty (30) minute response in not required. If the Contractor fails to dispatch a vehicle for the requested service within thirty (30) minutes after receiving a request or any order, RVAHCS reserves the right to re-procure, or obtain the service from another source and to charge the Contractor, and costs incurred more than the awarded contract price, will be deducted from a future invoice. RVAHCS shall be the sole judge in determining when services will be re-procured. Alternative transportation will be initiated by RVAHCS at the time of need and Contractor will be notified after the fact. In addition, if RVAHCS needs to initiate a call for an alternate contractor, because the contract carrier failed to dispatch a vehicle, a dry run fee equivalent to the price in the contract s Section B Pricing Schedule, will be deducted from a contract carrier s future invoice. Trips shall be scheduled by Contractor so that patients are not held at any point to meet another vehicle for the purposes of carpooling unless authorized by the RVAHCS travel personnel or Administrative Officer of the Day (AOD). B.2.12 AUTHORIZED RVAHCS PERSONNEL Authorized personnel will be full time staff employed by RVAHCS. Authorized personnel should be calling directly from Government telephones from within the facility. Only RVAHCS Veteran Transportation Program and Administrative Officer of the Day (AOD) are authorized to order lab transports. Prior to performance, the Contracting Officer will provide the Contractor with a list of names or position titles and phone numbers of authorized Government personnel who may request services and receive calls from Contractor regarding contract performance. This list will be updated and submitted to the Contractor as changes occur. The Contractor shall ensure that requests for services are received from authorized medical center personnel. Services rendered in response to requests from other than authorized personnel shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. B.2.13 REQUESTS FOR SERVICES All requests shall be placed against pertinent schedule items, on a unit price basis, and will be verified against invoices and contractor s request for service log submitted. When ordering services (whether it be by telephone, facsimile, mail, e-mail and/or in person), the RVAHCS will provide the Contractor with the following type of information: Required time of arrival; Pick-up point; Special instructions required; The Contractor shall be required to transport specimen B.2.14 DISPATCHER Requests for Transportation services shall be made to the contractor personnel identified below: Company:_____________________________________________________ Address: ______________________________________________________ City/State/Zip: __________________________________________________ Contact Person: ________________________________________________ Normal Hours Telephone No.: _____________________________________ After Hours Contact Person: _______________________________________ After Hours Telephone Number: ____________________________________ B.2.15 INVOICES Payments for services will be monthly, in arrears, on certified invoices, typed or computerized, submitted within thirty (30) calendar days of the last day of each month. The VTS staff will return the report with a break down on which will be processed under contract and which will need spread sheet with date and time of lab pick up prior to the close of the month. This will assist in correct invoicing and to expedite payment of the claims. Monthly Invoices shall be submitted to the following addresses: Department of Veterans Affairs Roseburg VA Medical Center Financial Services Center MS: 136 VTS PO Box 149971 913 NW Garden Valley Blvd. Austin, TX 78714-8971 Roseburg, OR 97471-6523 NOTE: This is the payment office. NOTE: Copies sent here for Ensure that all invoices are sent here verification for payment. Acceptable invoices shall include the following information in addition to the times specified at clause 52.212-4(g): Date of service Name of ordering VA staff Beginning and ending points for all trips Additional charges/ information to be listed and specified in all instances: Special orders requiring transport further than Mercy Medical Center, Roseburg Number of miles traveled Charges for "waiting time" B.2.16 REIMBURSEMENT FOR MILEAGE OUTSIDE CONTRACT MILEAGE THRESHOLD AREAS OF COVERAGE Mileage Reimbursement. Reimbursement for mileage outside the contract Mileage Threshold of coverage shall be at the mileage rate stated in the price schedule and shall be based upon the miles from the pick-up point and the specified destination. Any mileage from the place of business and/or location of vehicle and the pick-up point, or from the delivery destination back to the place of business and/or location of next trip are not considered as a separate item of this reimbursement but shall be incorporated into the mileage rate as part of the administrative costs (or costs of doing business). Distances beyond the contract Mileage Threshold areas of coverage shall be calculated using current Rand McNally Standard Mileage Guide. Allowable charges for mileage outside the contract Mileage Threshold areas of coverage, shall not exceed ±5% of the current Rand McNally Standard Mileage Guide. Should RVAHCS decide that a previously scheduled trip may be cancelled, and a vehicle has already been dispatched to the designated pick-up point, RVAHCS may notify the Contractor to cancel the order. For orders that are cancelled while the Contractor is already in route to the designated pick-up, the Contractor will be entitled to receive 50% of the base rate for the trip, as provided in Schedule of Supplies or Services and Prices/Costs. This charge shall not include any mileage charge. Should the Contractor arrive at the destination before RVAHCS cancels the order, or if the Contractor is unable to perform a scheduled pick-up for reasons beyond the Contractor's control, (e.g., incorrect address, etc.) then the Contractor shall receive 100% of base rate for a one-way trip as provided in the Price Schedule, and applicable mileage if outside contract Mileage Threshold areas of coverage. The Mileage Threshold for the distance of a Trip referenced to the Base Rate for B - Price Schedule shall be considered anywhere within the first 15 miles. Other Charges. The prices listed in the accepted Schedule shall be inclusive of any and all ferry, bridge, tunnel or road toll charges. Contractor shall not bill RVAHCS for any such separate charges. B.2.17 Patient Rights Contractor personnel shall not smoke in on VA property. There shall be no smoking within the vehicles by Contractor, patient or any other passenger. Incident/Accident Reports: IMMEDIATELY upon any incident/accident involving a RVAHCS Lab Specimen(s) being transported or escorted, verbal notification shall be made to the RVAHCS POC and/or CO with all the facts as they relate to the incident/accident. A written report with a list of the Contractor staff names (drivers/escorts), and pertinent information and witnesses shall be filed within forty-eight (48) HOURS OF THE INCIDENT/ACCIDENT with the POC or CO. The report shall be filed no matter how minor or innocent the incident/accident appears to be. The Contractor shall notify the POC in writing within 24 hours of any complaints made by the beneficiaries or staff (at pickup or drop off locations) regarding the Lab Specimen transport service. The Contractor may provide recommendations for improved services along with the patient complaints for RVAHCS review. No recommendation shall be construed as being effective until and unless it is provided as a written modification to the contract from the CO. B.2.18 INFECTION CONTROL PROCEDURES When Lab Specimen transport(s) is/are required, the Contractor shall use the most current universal precautionary measures for the prevention and control of the spread of infectious agents to all persons. The VA Infection Control Manual can be accessed at: http://moss.portland.med.va.gov/ICM/default.aspx B.2.19 REQUIRED REPORTS AND DOCUMENTS Within seven (7) days after contract award the Contractor shall provide the following: Contractor Personnel Roster. In this document, Contractor shall identify the employee Name Position Title, and Work assignment area Thereafter, any personnel changes shall be submitted within two (2) business days after the changes occur. B.2.20 MISCELLANEOUS At no time, shall the Contractor leave vehicles on RVAHCS premises unless a pick-up or delivery is in process. Contractor employees shall always conduct themselves in a businesslike manner while on RVAHCS premises. RVAHCS staff shall not be expected to assist in loading Lab Specimen into vehicles from inside the RVAHCS facility. When additional personnel are required, the dispatcher shall anticipate the need and summon additional support at no additional charge to the Government. Vehicle is prohibited from parking in other then designated parking areas specified for loading/unloading use, or other common parking area, so as to not disrupt the daily activities of the facility. B.2.23 CONTRACTOR ADMINISTRATIVE REPRESENTATIVE (Contact Person) The Contractor gaining award of this contract shall provide the name, address, telephone number and facsimile number of authorized Contractor representative(s) who have the binding authority to act on behalf of the Contractor on administrative and/or performance matters pertaining to this contract. The Contractor shall maintain this list and submit any changes thereof to the Contracting Officer as changes occur. (If additional space is needed use a separate sheet of paper and identify as a continuation of Section C.) Name: Mary M. McKain Supervisory Mobility Transportation Specialist MS: 136 VTS Address: 913 NW Garden Valley Blvd Roseburg, OR 97471 Telephone Number: 541-440-1000 ext. 44261 Facsimile Number: 541-677-3043 B.2.24 GOVERNMENT QUALITY ASSURANCE The POC or his/her designee will evaluate the Contractor's performance in accordance with the contract s requirements and the inspection clause FAR 52.212-4 Contract Terms and Conditions Commercial Items (March 2009). B.2.25 SPECIAL CONTRACT REQUIREMENTS Contractor's Responsibilities and Insurance Requirements The Contractor shall obtain all necessary licenses and/or permits required to perform this work. The Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by his or her employees' fault or negligence. The Contractor shall maintain personal liability, automobile liability, and property damage insurance. Safety Requirements To protect the lives and health of occupants of the buildings, the Contractor in the performance of this contract shall take such safety precautions as the Contracting Officer, or his designate, may determine to be reasonably necessary. The Contracting Officer, or his designate, will notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. The Contractor shall, after receipt of such notice, immediately correct the conditions to which attention has been directed. Such notice, when served on the Contractor or his representative at the site of the work, shall be deemed sufficient for the purpose aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order, stopping all or any part of the work, and hold the Contractor in default. Interference with Normal Functions: The Contractor's personnel shall interrupt their work at any time so as not to interfere with the normal functioning of the RVAHCS, including utility services, fire protection systems, and passage of facility veterans, personnel, equipment and emergency and/or service carts. These interruptions should only be occasional. Any interruptions considered to be excessive shall be brought to the attention of the Contracting Officer. Disposal of Hazardous Waste: The Contractor shall not dispose of any hazardous materials at any location on the RVAHCS premises except as specified by the Contracting Officer. Sales of Companies or Name Changes: The Contractor gaining award of the contract shall notify the Contracting Officer (V4CONT), VA NW Heath Network, 5115 NE 82nd Avenue, Suite 203, Vancouver, WA 98662, in writing immediately upon entering an agreement (either oral or written) to sale or transfer all or part of its stock or other ownership interest to any other party. Contractor shall also contact the Contracting Officer immediately in writing (at the above referenced address) in the event a company name change will happen, with information as to the reasons and/or determinations causing this action. (f) Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule, and Security Rule. Whereas the Contractor will have access to Business Associate Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA), 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information ( Privacy Rule ), and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard ( Security Rule ); and whereas, Department of Veterans Affairs Veterans Health Administration is a Covered Entity as that term is defined in the HIPAA implementing regulations, 45 CFR 160.103, the Contractor may be required to complete the blanks, sign, date and provide a completed Business Associate Agreement, and Rules of Behavior with their quotation or proposal (as provided as an attachment to this solicitation). (See also Security Clause VAAR 852.273-75) (g) Patient Privacy and Confidentiality (See also Clause 52.224-1,52.224-2 and 52.204-9) All "patient papers" transported with labs are confidential in accordance with HIPPA. Contractor's personnel may not review these records in any instance(s). All documents will remain intact and sealed.