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

Sources Sought The Boise VA Medical Center is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for Courier ... Sources Sought The Boise VA Medical Center is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for Courier Service for the Boise VA Medical Center (BVAMC). 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 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 (SOW) 1. Contract Title Boise VA Medical Center Courier Service Contract. 2. Background Courier service is required by the Boise VA Medical Center (BVAMC) to transport medical specimens, pharmaceuticals, medical diagnostic images and medical supplies to and from Community Based Outpatient Clinics (CBOCs). Courier service is also required to transport supplies, specimens, non-controlled pharmaceuticals, and diagnostic medical information to and from local community medical facilities, and to patient homes within a 250-mile radius of BVAMC at 500 W. Fort St., Boise, Idaho 83702. 3. Glossary Courier Normal Hours 7:00am 5:00pm, Monday Friday, excluding weekends and Federal Holidays. Courier After Hours 5:00pm 7:00am, Monday Friday, Weekends and Federal Holidays. Unscheduled Courier Service Pickup within 1 hour of call from VA personnel and deliver same day. This requirement can occur during courier normal hours or courier after hours. Emergent Courier Service This service must be performed within a 60-minute Turn-Around-Time (TAT) from the call from VA personnel to the time of delivery. This requirement can occur during courier normal hours or courier after hours. 4. Locations These courier services would include service to patient s homes within 250-mile radius of BVAMC as well as round trip service to the following locations: Caldwell CBOC Idaho Neurological Institute Twin Falls CBOC Idaho Pulmonary Associates Mountain Home CBOC Imaging Center of Idaho Salmon CBOC Intermountain Medical Imaging Burns CBOC Mountain States Tumor Institute St. Alphonsus Healthcare Facilities St. Luke s Healthcare Facilities Neuroscience Associates Shoulder Clinic of Idaho Spine Institute of Idaho Advanced Open Imaging Boise Valley Asthma West Idaho Orthopedics & Sports Medicine Cancer Center of Idaho West Valley Medical Center Digestive Health Clinic Health Quest Chiropractic Elks Rehabilitation Vibra Hospital Genesis Health Care Digestive Health Clinic Other facilities within a 250-mile radius of BVAMC 5. Scope a. Lab Services: Courier service is required to transport medical supplies to the Community Based Outpatient Clinics (CBOCs) from the Boise VA Medical Center (BVAMC) warehouse (Building 34) and medical specimens from the CBOC s to Laboratory Services (Building 85). b. Pharmacy Services: Courier service to transport pharmaceuticals to and from all the CBOC s, local community facilities, and to patient s homes. Pharmacy is in Building 85A. These courier services would include service to/from: Caldwell CBOC Vibra Hospital Twin Falls CBOC St Alphonsus Regional Medical Center Mountain Home CBOC St Luke s Healthcare Facilities Salmon CBOC Mountain State Tumor Institute Burns CBOC Genesis Health Care West Valley Medical Center Other facilities within a 250-mile radius of BVAMC c. Radiology Services: Courier service to transport diagnostic medical information to and from all CBOC s and local community facilities. The courier services are for the following facilities with groups broken into distance, one-way, and estimated number of deliveries a month during normal service hours and if required, after hour service. Only 2 Facilities for after hour delivery (15-mile radius) St. Alphonsus Regional Medical Center (5x per month after hour, 95 daytime runs per month) St. Luke s Healthcare facilities (5x per month after hour, 95 daytime runs per month) The following Facilities will have NO after hour delivery (max of 40-mile radius) Advanced Open Imaging (4 runs per month) Imaging Center of Idaho (4 runs per month) Intermountain Medical Imaging (8 runs per month) Spine Institute of Idaho (20 runs per month) West Valley Medical Center (5 runs per month) The following Facilities have no after hour deliveries and have combined deliveries of 50 per month (max of 50-mile radius) Boise Valley Asthma Cancer Center of Idaho Digestive Health Clinic Health Quest Chiropractic Idaho Neurological Institute Idaho Pulmonary Associates Mountain States Tumor Institute Neuroscience Associates Shoulder Clinic of Idaho Spine Institute of Idaho West Idaho Orthopedics and Sports Medicine Other facilities within a 50-mile radius of BVAMC Total of approximately 300 runs per month with 10 of those being after hours (normal hours for radiology is considered 7:00am to 5:00pm, Monday through Friday). 6. Specific Tasks: A. LAB Caldwell CBOC: 1. Monday through Friday, contractor shall pick up laboratory specimens at 11:00 a.m. and deliver specimens to BVAMC Laboratory no later than 12:30 p.m. the same day as pick up. Monday through Friday, contractor shall pick up laboratory specimens at 3:00 p.m. from CBOC and deliver specimens to BVAMC Laboratory no later than 4:30 p.m. the same day as pick up. 2. On Wednesday of each week, contractor shall pick up medical supplies from BVAMC warehouse Building 34 prior to 9:00 a.m. and deliver to CBOC same day as pickup concurrently with medical specimen transport. 3. On Wednesday of each week, contractor shall pick up medical supplies from BVAMC warehouse Building 34 concurrent with the 1330 (1:30 p.m.) delivery of laboratory specimens, or sooner, and deliver to CBOC same day as pickup concurrently with medical specimen transport. 4. Non-controlled Pharmaceuticals may be added to any delivery run to the Caldwell CBOC. 5. The contractor must return empty containers between pick-ups. These pick-up and delivery of empty containers will be done concurrently with the deliveries of specimens and supplies so there will be no additional charge to the government. Twin Falls CBOC: 1. Monday through Friday, contractor shall pick up laboratory specimens no later than 11:00 a.m. and from CBOC and deliver specimens to BVAMC Laboratory no later than 3:30 p.m. same day as pickup. 2. On Wednesday of each week, contractor shall pick up medical supplies from BVAMC warehouse Building 34 prior to 9:00 a.m. and deliver to CBOC same day as pickup concurrently with medical specimen transport. 3. The contractor must return empty containers between pick-ups. These pick-up and delivery of empty containers will be done concurrently with the deliveries of specimens and supplies so there will be no additional charge to the government. 4. Non-controlled Pharmaceuticals may be added to any delivery run to the Twin Falls CBOC. Mountain Home CBOC: 1. Monday through Friday, contractor shall pick up laboratory specimens at no later than 11:30 am from CBOC and deliver specimens to BVAMC Laboratory no later than 2:30 p.m., the same day as pickup. 2. On Wednesday of each week, contractor shall pick up medical supplies from BVAMC warehouse building 34, prior to 9:00 a.m. and deliver to CBOC same day as pickup concurrently with medical specimen transport. 3. The contractor must return empty containers between pick-ups. These pick-up and delivery of empty containers will be done concurrently with the deliveries of specimens and supplies so there will be no additional charge to the government. 4. Non-controlled Pharmaceuticals may be added to any delivery run to the Mountain Home CBOC. Lab Emergent Courier Service: Contractor shall provide Emergent pick-up and delivery within a 15-mile radius, to include but not limited to Saint Luke s Regional Medical Center (St. Luke s) and Saint Alphonsus Regional Medical Center (St. Al s) and their ancillary locations (St. Luke s West and St. Al s Eagle) within the 15-mile radius. This service must be performed within a 60-minute Turn Around Time (TAT) from the call from VA personnel to the time of delivery. Contractor personnel must be familiar with Surgery and Pharmacy locations within St. Al s., St. Luke s and Elks Rehab Hospital. Estimated 30 emergent runs between 7:00am 5:00pm and an estimated 15 emergent runs between 5:00pm 7:00am per month. B. Pharmacy Pharmaceutical Delivery: In addition to the scheduled pharmaceutical deliveries to the list of facilities in section 5 above, annotated as Scope. Courier must be available for an estimated 25, Unscheduled Pharmaceutical runs , per month, within a 250-mile Radius of: BVAMC 500 W. Fort St. Boise, Idaho 83702 Pharmacy Home Infusion Antibiotics Delivery (Scheduled): The BVAMC will need to have home infusion antibiotics delivered to patient homes on the same day as pickup within a 250-mile radius of the BVAMC. Courier must be available for up to an estimated 10 antibiotic deliveries to patient homes per week or up to an estimated 40 such deliveries per month. These deliveries are highly variable in that some weeks there may be zero deliveries while other weeks may require an estimated 10 deliveries. Volume is dependent on patient needs. C. Radiographic Diagnostics Emergent Radiographic Courier Service: Diagnostic Radiography Images are required swiftly to make accurate diagnosis when individuals arrive in the ER, ICU s, OR s and community facilities. Contractor shall provide Emergent pick-up and delivery within a 15-mile radius, to include but not limited to Saint Luke s Regional Medical Center (St. Luke s) and Saint Alphonsus Regional Medical Center (St. Al s). This service must be performed within a 60-minute Turn Around Time (TAT) from the call from VA personnel to the time of delivery. Refer to section 5 (Scope) above for delivery facilities. 7. Terms and Conditions: 1. 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. 2. All personnel providing services under this contract must have two-way radios, cellular phones or pagers for communication purposes. 3. 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. 4. 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 since 2007 DOT). 5. 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. 6. 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. 7. Contractor must assure the contract manager, drivers and alternates are able to read, write, speak, and understand English. 8. 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. 9. Laboratory Specimens are bodily fluids such as blood, urine, and stool, will be properly packaged by Government personnel for transportation and will be placed in the container. These are hazardous materials and must be secured by the contractor so as to not move in the vehicle. 10. Laboratory Specimen Container will be a hard-sided insulated, locked container, weighing no more than 3-5 pounds. 11. Temperature requirements: contractor must maintain proper temperature in vehicles to preserve specimens. Insulated transport containers will be provided by Boise VAMC and or CBOC for pick up /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. 12. Contractor shall assure that all items are delivered without spoilage/damage from temperature conditions, rough handling and/or negligence. 13. Contractor will not be paid for transports that results in damaged specimens and will be charged for actual cost of loss to the Government. 14. 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. 15. 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. 16. Medical supplies will be in cardboard boxes weighing no more than 30 lbs. each and no more than 10 boxes per day. 17. Contractor is to assure that all specimens and medical supplies are kept secure and protected from theft due to sensitive patient information and value. 18. Contractor vehicles must be maintained in a sanitary clean condition, absent of foreign debris and contaminates. The vehicles must be in excellent working condition with all doors and trunks able to fully close and lock. 19. All boxes and containers 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. 20. 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 21. All items must be transported in accordance with all local, state and federal regulations, including any specified regulations for bio-hazardous materials. 22. 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 Emergency Department, Boise VA Medical Center, 500 W Fort Street, Boise, Idaho. 23. 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 locked secure container. The contractor shall not have the access to the key. 24. The contractor shall be required to maintain a record log of courier pickups and delivers, 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 toe the contracting officer or COTE upon request. 25. 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 for this contract. All changes will be issued via amendment and/or modifications in writing from the contracting officer to the contractors. 26. Payments will be monthly in arrears. 8. Government Delivery Addresses: Caldwell CBOC 4521 Jefferson St. Caldwell, ID 83605 Mountain Home CBOC 815 N. 6th East Mountain Home, ID 83647 Twin Falls CBOC 260 2nd Avenue East Twin Falls, ID 83301 BVAMC Lab Pathology and Laboratory Medicine Service Main Lab - Room 215A , Building 85 (2nd floor) 500 W. Fort Street Boise, ID 83702 BVAMC Warehouse Logistic Service Building 34, Dock Area 500 W. Fort Street Boise, ID 83702 BVAMC Medical Imaging Medical Imaging File Room, G-14, Building 85 500 W. Fort Street Boise, ID 83702 9. 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. 10. Security Requirements High Risk for all medical specimens/radiology/pharmaceuticals being transported full patient name and social security number is inside the locked box. Contractor shall: Protect and control information system during transport outside of controlled areas using security safeguards (locked containers or bags); Maintain accountability for items during transport outside of controlled areas; Document activities associated with the transport of items; and Restrict the activities associated with the transport of items to authorized personnel 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.