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

B.2 STATEMENT OF WORK STATEMENT OF WORK (SOW) Tacoma (American Lake Lab) to Seattle VA Medical Center Courier Service Contract Contracting Officer s Representative (COR). Name: DAVID TRAVELSTEAD Secti... B.2 STATEMENT OF WORK STATEMENT OF WORK (SOW) Tacoma (American Lake Lab) to Seattle VA Medical Center Courier Service Contract Contracting Officer s Representative (COR). Name: DAVID TRAVELSTEAD Section: PATHOLOGY AND LABORATORY MEDICINE Address: 1660 SOUTH COLUMBIAN WAY, SEATTLE, WA 98108 Phone Number: 206-277-3570 Fax Number: 206-768-5458 E-Mail Address: DAVID.TRAVELSTEAD@VA.GOV 1. Contract Title. Tacoma-Seattle VA Courier Contract 2. Background. Courier service is required to transport laboratory supplies and specimens from VA Puget Sound Health Care System American Lake to VA Puget Sound Health Care System Seattle 3. Scope. VAPSCHS Tacoma requires courier service to transport items to and from American Lake Lab in Tacoma, to VA Seattle Lab in Seattle, two (2) one-way trips, five (5) days a week, Monday through Friday excluding Federal Holidays. Monday through Friday, contractor shall pick up laboratory specimens from the VA American Lake Lab at 1:00 PM and at 5:30 PM and deliver to VA Seattle Lab the same day and within 2 hours or less. The courier service will perform STAT after hours pickups from close of business Friday to open of business Monday and on Federal holidays. Supplies and mail will also through the courier service. 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. Monday through Friday, contractor shall pick up laboratory specimens at 1:00 PM from VA Tacoma (Bldg. 81, Rm. 248) and deliver specimens to VA Seattle Laboratory (Bldg. 100, Rm. BD140) no later than 3:00 p.m. same day as pickup. Monday through Friday, contractor shall pick up laboratory specimens at 5:30 PM from VA Tacoma (Bldg. 81, Rm. 248) and deliver specimens to VA Seattle Laboratory (Bldg. 100, Rm. BD 140) no later than 7:30 PM same day as pickup. From close of business Friday to open of business Monday and federal holidays, the contractor shall provide STAT pickup from the Community Living Center located on the American Lake campus (Bldg. 200) and deliver to Seattle no more than 2 hours from pickup time. 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. 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. Laboratory Specimens are bodily fluids such as blood, urine and stool that will be properly packaged by trained laboratory personnel for transportation and will be placed in the container. These are potentially hazardous materials and must be secured by the contractor to not move in the vehicle. Contractor shall ensure 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 COR or Contracting Officer. Should any item be lost damaged or broken, the contractor shall immediately contact the COR or Contracting Officer and follow through with a written report within 24 hours of the incident explaining the circumstances. Laboratory supplies will be in cardboard boxes weighing no more than 30 lbs each and no more than 2 boxes per day. Contractor is to assure that all specimens and medical supplies 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 boxes and containers must be transported inside a vehicle and not subjected to the elements such as in a pick-up bed. The cargo compartment must always be securely locked 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, VA Puget Sound Health Care System, 1660 South Columbian Way, Seattle WA 98108. 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 of courier pickups and deliveries, indicating time and date of pickups and deliveries, number and description of items from each location. This information will be duplicated on the contractor s invoice. The contractor shall provide this information to the contracting officer or COR 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: 1) Courier services for Medical Specimens from VA Tacoma (American Lake Lab): VA American Lake Division 9600 Veterans Drive Building 81, Room 248 Main Lab And/Or Building 200, Community Living Center Tacoma, WA 98493 253-583-1920 to VA Seattle Lab: Pathology & Laboratory Medicine Service Main Lab Room BD 140, Building 100 1660 South Columbian Way Seattle, WA 98108 7. Performance Monitoring METRIC THRESHOLD SPECIMENS PICKED UP @ 1300 90% SPECIMENS DELIVERED NO LATER THAN 1500 TO SEATTLE 90% SPECIMENS PICKED UP @ 1815 90% SPECIMENS DELIVERED NO LATER THAN 1815 TO SEATTLE 90% SPECIMEN BREAKAGE OR LOSS 98% DAMAGE TO TRANSPORT BAGS 98% Transport bags that are damaged will be replaced at the cost to the contractor. 8. Security Requirements Low risk as bags are secure. The C&A requirements do not apply, and that a Security Accreditation Package is not required. 9. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). None 10. Risk Control Low risk as bags are secure. The C&A requirements do not apply, and that a Security Accreditation Package is not required. 12. Place of Performance. Between VA Tacoma and VA Seattle 13. Period of Performance. This will be a 5-year (60 month) Indefinite Delivery, Indefinite Quantities (IDIQ) contract with the option at FAR 52.217-8 11/1/2021 to 10/31/2022, Ordering Period 1 11/1/2022 to 10/31/2023, Ordering Period 2 11/1/2023 to 10/31/2024, Ordering Period 3 11/1/2024 to 10/31/2025, Ordering Period 4 11/1/2025 to 10/31/2026, Ordering Period 5 14. Delivery Schedule. N/A Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. 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.