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Sources Sought The Roseburg VA Health Care System is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for L... Sources Sought The Roseburg VA Health Care System is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for Lab Specimen Transport/Lab Courier Services for the Roseburg VA Medical Center. The purpose of this Sources Sought Announcement is for market research only, to make appropriate acquisition decisions and to gain knowledge of potential qualified sources for Lab Specimen Transport/Lab Courier Services. This is not a request for quotations. The Department of Veterans Affairs, NCO20 is looking for sources of the following: STATEMENT OF WORK Contract Title Lab Specimen Transport, Roseburg VA Medical Center 2. Background This will be a base + four (4) option year contract for Courier service. Courier service is required to transport medical supplies and specimens to and from Roseburg VA Health Care System (RVAHCS), 913 NW Garden Valley Blvd, Bldg 1, Urgent Care, Roseburg, OR 97470, to Mercy Medical Center, 2700 NW Stewart Pkwy, Roseburg, OR 97471. 3. Scope RVAHCS requires an on-call courier service to transport items from RVAHCS to Mercy Medical Center Laboratory for VA authorized lab services, as needed. This will be 24 hours per day, 7 days per week, to include federal holidays. Courier service must meet all accreditation and federal requirements for the transportation of biological specimens, to include the College of American Pathologists, the Joint Commission, and Department of Transportation. 4. Specific Tasks Contractor shall be readily available to pick up laboratory specimens at RVAHCS, within 30 minutes of requested transport, and deliver specimen(s) to Mercy Medical Center within 15 minutes after pickup. 5. Terms and Conditions Contractor must be a courier company with a state license and carry a minimum of $1,000,000 liability insurance. Copy of proof of insurance must be provided to the contracting officer within 10 days of contract award. All personnel providing services under this contract must have two-way radios, cellular phones or pagers for communication purposes. Contractor must provide a list of names of all personnel performing services under this contract to the contracting officer within 10 days of contract award and will update within 5 days during the contract period of any changes in this list. Contractor must assure personnel are trained on how to clean up a biological hazard spill and have Personal Protective Equipment and spill kit in the vehicles, as required by the Department of Transportation (DOT) for carriers that transport patient, clinical or diagnostic specimens (referred to as Biological Substances, Category B DOT). Contractor must provide evidence of personnel (drivers) valid Driver s License, privacy training, and documentation of training on handling Biological Substances, Category B to the contracting officer within 10 days of award of the contract and within 5 days of hiring for personnel hired during the term of the contract. Contractor shall provide a point of contact name(s) and phone number(s) to the Contracting Officer within 10 days of award of the contract. Contractor must assure the contract manager, drivers and alternates are able to read, write, speak and understand English. Contractor personnel shall present a neat appearance and be easily recognized as a contract employee. The contractors employees must wear an identification tag that includes the contractor name/logo and employee name and photograph. Contractor s vehicle shall have the company name/logo prominently displayed. Contractor shall provide the transport containers, must be insulated and hard sided. Laboratory Specimens are bodily fluids such as blood, urine and stool that will be properly packaged by Government personnel for transportation and will be placed in the container. These are potentially hazardous materials and must be secured by the contractor so as to not move in the vehicle. Laboratory Specimen Container will be a hard-sided, insulated, weighing no more than 10-15 pounds. Temperature requirements: Contractor must maintain proper temperature in vehicles to preserve specimens. Insulated transport containers will be provided by VAMC for pick/delivery of specimens. All vehicles shall have heating and air conditioning to maintain a temperature between 65 and 85 degrees Fahrenheit. The containers are engineered for safe storage within this range for a short period of time. Vehicles shall not be left in extreme heat or cold while specimens are being transported. Contractor shall assure that all items are delivered without spoilage/damage from temperature conditions, rough handling and /or negligence. Contractor will not be paid for transports that result in damaged specimens and will be charged for actual cost of loss to the Government. In the event the contractor encounters problems that may prevent completion of scheduled work, immediate contact must be made to the COTR or Contracting Officer. Should any item be lost, damaged or broken, the contractor shall immediately contact the COTR or Contracting Officer and follow through with a written report within 24 hours of the incident explaining the circumstances. Contractor is to assure that all specimens are kept secure and protected from theft due to sensitive patient information and value. Contractor vehicles must be maintained in a sanitary clean condition, absent of foreign debris and contaminants. The vehicles must be in excellent working condition with all doors and trunks able to fully close and lock. All items must be transported inside a vehicle, locked, and not subjected to the elements such as in a pick-up bed. The cargo compartment must be securely locked at all times except for loading and unloading. Whenever possible, the cargo must be stored so that it is not visible from outside the vehicle. The following types of vehicles are prohibited from use: Pickup trucks without fully enclosed and lockable bed cover, unless cargo is secured in the driver s compartment. Vehicles without a secure cargo area, such as convertibles. Motorcycles Bicycles All items must be transported in accordance with all local, state and federal regulations, including any specified regulations for bio-hazardous materials. Delivery items shall not be kept in the possession of the contractor overnight. In case of failure to arrive at the destination, the courier shall deliver all items to the Administrative Officer of the Day at the Facility, Roseburg VA Health Care System, 913 NW Garden Valley Blvd, Bldg 1, Urgent Care, Roseburg, OR 97470. The contractor shall ensure the confidentiality of all patient information associated with medical specimens being transported and will be held liable in the event of a breach of confidentiality. The contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579). All deliveries that would fall under this Public Law shall be given to the contractor in a secure container. The contractor shall be required to maintain a record log of courier pickups and deliveries, indicating time and date of pickups, number and description of items from each location along with signatures. This information will be duplicated on the contractor s invoice. The contractor shall provide this information to the contracting officer or COTR upon request. 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 contract. All changes will be issued via amendment and/or modifications in writing from the contracting officer to the contractor. Payments will be monthly in arrears. . 6. Task 1 - Enterprise Management Controls - Delivery Addresses: Courier services for Medical Specimens from Roseburg VA: Roseburg VA Health Care System 913 NW Garden Valley Blvd Building 1, Urgent Care Roseburg, OR 97470 To: Mercy Medical Center Lab: 2700 NW Stewart Pkwy Roseburg, OR 97471. 7. Performance Monitoring Spoilage or damage will result in suspension of payment for that shipment and actual costs of loss. The contractor will ship replacement item at no cost to the Government. 8. Security Requirements High Risk for all medical specimens being transported full patient name and social security number is inside the transport bags. 9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). None 10. Risk Control High Risk for all medical specimens being transported full patient name and social security number is on the labels. 11. Place of Performance Between Roseburg VA and Mercy Medical Center 12. Period of Performance 11/1/2020 to 10/31/2021, with 4 Option Years following the initial performance year. 13. Delivery Schedule N/A A.1 PRICE/COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY 0001 264.00 Lab Specimen Transport Contract Period: Base **Estimated Quantity 0002 275.00 Lab Specimen Transport Contract Period: Option 1 **Estimated Quantity 0003 285.00 Lab Specimen Transport Contract Period: Option 2 **Estimated Quantity 0004 300.00 Lab Specimen Transport Contract Period: Option 3 **Estimated Quantity 0005 315.00 Lab Specimen Transport Contract Period: Option 4 **Estimated Quantity DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.