RFQ_LAB_COURIER_SERVICES.pdf

D DEPARTMENT OF HEALTH & HUMAN SERVICES

PHOENIX INDIAN MEDICAL CENTER

INDIAN HEALTH SERVICE

4212 N. 16th Street Phoenix, AZ 85016

August 13, 2014

Dear Ladies and Gentlemen:

Reference: 14-247-SOL-00105 – Seeking vendors that can provide Laboratory Specimen Courier services for the Phoenix Indian Medical Center (PIMC), located in Phoenix, Arizona.

You are invited to submit a Request for Quote (RFQ) to the referenced solicitation. The following documents must be submitted in response to this solicitation as follows:

1. Standard Form (SF) 1449, Solicitation/Contract/Order for Commercial Items, requires completion of section nos. 12, 17, 23, 24, & 30.

2. Price Quote must be submitted in Accordance to Paragraph D, Price Schedule.

3. Response to Evaluation Factors on Page 11-12.

4. Submit Indemnity and Insurance on Page 12.

5. Response to Evaluation Factor on Page 26.

6. Check Boxes on Page 30 under 52.212-3 -- Offeror Representations and

Certifications.

7. Tax Payer Identification Information on Page 42-43.

All sections must be completed otherwise the IHS will not consider your RFQ.

Complete proposal are due by 12:00 P.M., Phoenix, Arizona Time on August 27, 2014.

If you have any questions regarding this solicitation please contact me at 602-200-5371.

Sincerely, Bradley Platero Contract Specialist

Enclosure: Solicitation Document No. 14-247-SOL-00105

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

Phoenix AZ 85016 4212 North 16th Street Phoenix Indian Medical CTR

CODE 16. ADMINISTERED BYCODE

X

X

492110

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR12

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

08/27/2014 1200 LT

08/13/2014

(602) 200-5371BRADLEY PLATERO

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

14-247-SOL-00105

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 2 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

Phoenix AZ 85016 4212 North 16th Street

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

1,500

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

Phoenix Indian Medical CTR

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The Indian Health Service, Phoenix Indian Medical Center, Phoenix Arizona, and the Salt River Clinic, Scottsdale, Arizona, has a requirement for laboratory specimen courier services. The PIMC Laboratory Department and the Salt River Health Clinic is in search for courier services from qualified laboratory courier contractors for the provision of services transporting laboratory specimens, reports, supplies, and other material to and from designated locations in accordance with the Scope of Work (SOW).

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

DATED

BRIAN G. NUMKENA

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDEND

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

bradley.platero Typewritten Text Phoenix Indian Medical CTR 4212 North 16th Street Phoenix AZ 85016 bradley.platero Typewritten Text Phoenix Indian Medical CTR 4212 North 16th Street Phoenix AZ 85016

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

a. This is a Small Business Set-Aside under

Federal Acquisition Regulations (FAR) 52.219-6

Notice of Total Small Business Set-Aside. Price

Quotes will be sought from businesses which are

100% Total Small Business owned, operated and controlled sources only.

Only one award shall be made from this solicitation.

Please see attached pages for additional information, terms and conditions.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

2 2 of

SOLICITATION NO: 14-247-SOL-00105: LABORATORY SPECIMEN DELIVERY

SERVICES FOR THE PHOENIX INDIAN MEDICAL CENTER (PIMC)

1. INTRODUCTION:

The Indian Health Service, Phoenix Indian Medical Center, Phoenix Arizona, and the Salt River Clinic, Scottsdale, Arizona, has a requirement for laboratory specimen courier services. The PIMC Laboratory Department and the Salt River Health Clinic is in search for courier services from qualified laboratory courier contractors for the provision of services transporting laboratory specimens, reports, supplies, and other material to and from designated locations in accordance with the Scope of Work (SOW).

a. This is a Small Business Set-Aside under Federal Acquisition Regulations (FAR) 52.219-6 Notice of Total Small Business Set-Aside. Price Quotes will be sought from businesses which are 100% Total Small Business owned, operated and controlled sources only.

2. BACKGROUND:

Contractor will be responsible for the timely pick-up/delivery (also referred to as a “stop”) of laboratory specimens, including but not limited to specimen categories: anatomic/surgical pathology, chemistry, cytology, blood bank, coagulation, cytogenetics/molecular genetics, hematology, immunology/serology, immunocytology and microbiology. Other items include reports, supplies and other materials (e.g., specimen containers, pre-packed specimens, etc.) to and from designated sites. Phoenix Indian Medical Center - Laboratory will be responsible for collecting the specimens from the patients and preparing them for pick up by the Contractor in accordance with the terms and conditions of this contract.

3. SCOPE OF WORK:

A. Contractor shall perform the following:

Contractor shall ensure that any vehicles used for the provision of services under this contract have adequate space, and are appropriately designed to transport specimens and other material in which to maintain sample integrity and confidentiality of all patients, and all HHS, IHS, and PIMC property.

Contractor must provide all labor, vehicles, vehicle dispatch communication equipment, liability, property, and automobile insurance documentation, vehicle transport containers, refrigeration and freezer accommodations, driver carrier bags or carrier containers, (if utilized for transporting specimens/materials from pick up site to vehicle), spill clean-up kits/driver safety supplies, (e.g., gloves, protective clothing, etc.), vehicle fuel, lock boxes, and fulltime supervision necessary to establish and provide laboratory courier services.

B. ADDITION/DELETION OF FACILITIES

Modifications to the Contract shall be recommended to the PIMC Contracting Officer by the PIMC Laboratory Secretary and by Director of Pathology or his/her authorized designee to add, delete, or change Facilities and routine routes to meet patient or departmental needs.

Modification shall be executed by the PIMC Contracting Officer. Any such change will affect the laboratory courier services required herein, and may result in a reduction or augmentation of required contract services.

The authority to negotiate changes in the terms and conditions or the amounts cited in the contract are reserved to the Contracting Officer only.

All changes must be made in accordance with the Contract and Amendments. Additional routine route stops will be paid at the same rate as set forth in this Contract.

C. QUALITY CONTROL PLAN (QCP)

Contractor shall establish and utilize a comprehensive Quality Control Plan (QCP) to assure PIMC a consistently high level of performance throughout the term of the Contract in providing laboratory courier services herein that meet, or exceed, federal Department of Transportation (DOT); Hazmat Materials Regulations (HMR); Health Insurance Portability and Accountability Act (HIPAA) compliancy, and other State and federal, and local laws ordinances, regulations, rules, and directives, and any other appropriate accreditation or licensing agency regarding transport of biologic specimens, prescriptions, transport containers, specimen handling procedures, labeling of transport containers.

Drivers shall be trained in the transport/handling of biohazardous materials, diagnostic specimens/etiologic agents, biohazard spill cleanup, and HIPAA familiarization and compliance per these regulations. The QCP shall be submitted with the Request for Quote (RFQ) for review prior to Contractor beginning work under this Contract.

The QCP shall include, but is not limited to the following:

1. Method of monitoring to ensure that Contract requirements and the quality assurance as prescribed by State and federal regulations are met.

2. Method of keeping quality control records in accordance with State and federal regulations on transporting/handling of bio-hazardous materials, diagnostic specimens and spill cleanup.

3. Method of providing proper conditions for the transport of biologic specimens, transport containers, including proper preservation of samples, or other alterations of the sample which may affect sample testing and/or integrity.

4. Contractor shall have an ongoing system of quality assurance/improvement and shall keep quality control records and records of all inspections conducted by Contractor.

These records, which must include, but is not limited to, any corrective action taken, the time a problem was first identified, a clear description of the problem, and the time elapsed between identification and completed corrective action, shall be provided to the County upon request.

D. PIMC RESPONSIBILITIES

The PIMC responsibilities are as follows:

1. Personnel: The PIMC will administer the Contract according to the PIMC Acquisition and Finance regulations and policies. Specific duties will include:

1.1 Monitoring the Contractor’s performance in the daily operation of this Contract.

1.2 Providing direction to the Contractor in areas relating to policy, information and procedural requirements.

1.3 Preparing Modifications in accordance with the Federal Acquisition Regulations

(FAR).

2. Furnished Specimens and Other Laboratory Supplies and Items.

PIMC will provide the Contractor with specimens and other laboratory Specimens and other items that are appropriately labeled in accordance with PIMC Laboratory guidelines and directives for transport. Laboratory Specimens and other items shall be packed for pick up at facility and transported by the Contractor’s laboratory courier service. PIMC shall be responsible for the preparation and packaging of Specimen and other items for transport to designated sites. Specimen shall be labeled appropriately and contained in locked totes.

E. CONTRACTOR RESPONSBILITIES

The Contactor responsibilities are as follows:

1. Account Manager: Contractor shall provide an Account Manager, or authorized designee.

Account Manager shall act as a central point of contact with PIMC. PIMC must have access to the Account Manager, or authorized designee, during all working hours.

Contractor shall provide a telephone number where the Account Manager, or authorized designee, may be reached five (5) days a week, Monday through Friday.

2. Laboratory Courier Personnel: Contractor shall assign a sufficient number of experienced drivers to provide adequate service to all specified Routine Routes. Contractor shall ensure that all specimen pick up drivers have the following:

a. Maintain an acceptable driving record.

b. Have a valid Arizona driver’s license (not suspended or revoked), and maintain automobile insurance in accordance to the terms of the contract.

c. Are trained in bio hazardous materials handling, blood borne pathogens exposure, and spill cleanup in compliance with United States Department of Transportation (DOT), The Centers for Disease Control and Prevention (CDC) transportation regulations, State and federal regulations and all applicable regulatory agencies.

d. Assure that samples and other transported supplies/items are transported in accordance with the terms of this contract.

e. Trained in Health Insurance Portability and Accountability Act of 1996 (HIPAA).

3. Back-up Laboratory Courier Personnel: Contractor must ensure adequate staffing of drivers and availability of courier vehicles to provide Routine Route and Non-Routine backup coverage for illness, holidays, or other absences of assigned drivers, for example:

a. If a primary driver is unavailable.

b. If a vehicle is disabled or out of service.

c. To provide Non-Routine services.

4. Uniform and Identification Badges: Contractor’s personnel must wear suitable uniforms with the name of the company on the uniform. An identification badge with picture of the driver, name of the driver, and company name is required to be worn at all times while performing contracted services. No t-shirts, shorts, sandals, or open-toed shoes are permissible.

5. Smoking: All Indian Health Service facilities are non-smoking facilities. Contractor’s personnel shall comply with all facility’s policies regarding smoking.

6. Laboratory Courier Personnel Health and Safety Standards: Contractor shall ensure that its employees satisfy the health and safety standards set forth in the Contract and all applicable State and federal regulations, ordinances, and directives including initial and annual blood borne pathogen exposure training.

7. Background and Security Investigations: Contractor’s personnel may undergo a background investigation to the satisfaction of the Contractor as a condition of beginning and continuing to perform services under this contract.

8. Unacceptable Behavior: Inappropriate behavior by Contractor personnel will not be tolerated. These behaviors include, but are not limited to, improper physical actions (touching, fondling), improper verbal statements (using derogatory comments, slurs, verbal abuse, etc.), and improper visual actions (leering, making sexual gestures). No weapons are allowed at any Indian Health Services facilities. Contractor’s personnel may not bring non-Contractor employee visitors into any PIMC grounds and the Laboratory/Pathology Department. Contractor’s personnel may be subject to security screening at all IHS facilities.

F. MATERIALS

1. Transported Materials: At each designated facility within the Routine Route, laboratory specimens are to be picked up and delivered to other facilities. The Contractor must also pick up and deliver other materials requiring transport between designated facilities and non-listed locations, both public and private; including hospitals & clinics, institutions, and businesses.

2. PIMC Supplied Materials: Facility will package and/or bag specimens in accordance with Occupational Safety & Health Administration (OSHA), State, federal, local laws, IHS regulations & rules to maintain specimen integrity for transport. facility shall provide specimen bags, specimen containers, or Styrofoam containers, etc. on site, in preparation for subsequent packaging and transport by Contractor.

3. Contractor Supplied Materials: Contractor shall supply specimen transport containers

(refrigerators, freezers, coolers, carriers, heating blocks, warm and cold packs, dry ice, etc.) utilized within vehicles to contain specimens and other laboratory supplies during transit and containers used for specimen transport to and from each facility to vehicle (e.g., insulated shoulder carrier bags).

G. TRAINING

1. Contractor shall provide training and continuing in-service training to all of its personnel, prior to providing services under this Contract, so that PIMC can be assured that contract personnel are capable of assuming the responsibilities associated with their assignment(s). There shall be no separate charge to PIMC for such training.

2. Contractor’s staff providing services under this Contract shall be fully trained in their assigned tasks and in safe transport/handling of specimen, and equipment. Additionally, staff shall be trained in handling biohazardous materials, and biohazard spill cleanup per federal DOT. All equipment shall be checked daily for safety. While handling biohazardous materials and/or biohazard spill clean-up, all employees must wear safety and protective gear according to OSHA standards and State and federal regulations.

3. Contractor shall provide documentation of training programs for all employees, providing services under this Contract, including Contractor’s new employees.

4. Contractor’s laboratory courier drivers providing services under this Contract must be trained and capable of being notified on short notice to pick-up/deliver laboratory specimens, etc. as part of Non- Routine services

H. HOURS/DAYS OF WORK

1. Phoenix Indian Medical Center (PIMC): Contractor shall provide laboratory courier services that will include Routine and Non- Routine routes to PIMC, Salt River Clinic and other Non-Routine stops, 365 days a year, twenty-four (24) hours a day, on a seven

(7) days a week basis, including holidays and in times of strike, riot, insurrection, civil unrest, natural disaster, or a similar event when such services are physically possible to provide.

2. Scheduled Pick Up Services from the Salt River Clinic to PIMC:

2.1 The Contractor shall Pick-Up Laboratory Specimen twice a day to be transported from the Salt River Clinic to the PIMC on Monday through Friday. The first scheduled pick-up is between 11:30am – 12:00pm. The Second scheduled pick-up is between 4:30pm – 5:00 pm.

2.2 The Contractor shall Pick-Up Laboratory Specimen three times a day to be transported from the Salt River Clinic to the PIMC on Tuesday. The first scheduled pick-up is between 11:30am – 12:00pm. The Second scheduled pick-up is between 4:30pm – 5:00 pm. The third scheduled pick-up is between 6:30pm – 7:00 pm.

2.3 Specific routine route schedule and pick-up/delivery times are provided in

Statement of Work. Routes have been arranged to accommodate each designated facility’s hours of operation. Contractor’s laboratory courier routes may extend from morning hours to evening hours. Contractors are mandated to promptly contact PIMC Laboratory Secretary and/or Project Manager, or his/her designee, if deliveries cannot be made or will be substantially delayed beyond thirty (30) minutes from the scheduled pick-up/delivery time. Hours/Day of Work and may include Non-Routine services to and from facilities or alternate locations identified at the time services are requested by PIMC. Routine route pick-up/delivery times are set in consideration of the distance proximity of the designated facility and the hours of that facility’s accessibility. Routine routes are designated to transport laboratory specimens, laboratory supplies, and other materials to and from the facilities in the most efficient and timely fashion possible. Contractor requests for changes to routine routes or times must be pre-approved by the effected PIMC Project Manager, or authorized designee, and the PIMC Acquisitions, or authorized designee.

I. STAT AND SUPERSTAT CALLS:

1. Laboratory courier services may be required on occasion, at times and locations not designated in Statement of Work, Routine Route Schedule. The Contractor may, at times, be required to perform, “STAT”, “Super STAT” services when requested from Contractor's courier dispatch.

The Contractor shall perform Scheduled Pick-Up Services from PIMC to surrounding Health entities in Phoenix Arizona.

2.4 “STAT” and/or “Super STAT” Services: Contractor may be required to provide

“STAT” at the times.

a. “STAT” services are requests requiring the transport of specimens or other materials from one (1) designated facility to another designated facility (1) to

(4) hours after courier service is notified.

b. "Super STAT” services are requests requiring the transport of specimens or other materials from one (1) facility or non-IHS facility

c. location, to another facility or non-IHS facility location within one (1) hour of the time the Contractor’s courier dispatch receives the request from PIMC.

J. SPECIFIC WORK REQUIREMENTS

1. Contractor will be responsible for providing laboratory courier services for IHS facilities on both a Routine and Non-Routine basis. Non-Routine laboratory courier services include: “STAT,” "Super STAT.

2. Contractor shall have available at all times, an adequate number of drivers and vehicles to meet the laboratory courier service requirements specified. Minimum number of drivers must be appropriate for the total number of Routine Routes. Additionally, Contractor must be able to provide back-up coverage for Non-Routine services.

3. Contractor shall ensure the appropriate transport conditions to guarantee specimen integrity and the security and confidentiality of all specimens and comply with all HIPAA regulations.

4. Contractor shall ensure that every facility laboratory courier service scheduled stop has priority over any other non-PIMC stop that the Contractor may have on a route.

5. Since several hours may elapse between the time the specimens are picked up at the designated locations and transport to designated locations, depending upon the pick-up/delivery route and schedule, the Contractor shall maintain the integrity of the specimens during transport from the pickup sites to designated sites by keeping specimens at appropriate temperatures as specified in SOW Specimen Handling.

6. Pick-Up/Delivery Locations: Facilities and designated locations of pick-up/delivery are Phoenix Indian Medical Center, Salt River Clinic and other Non-Routine stops, per direction from the PIMC Pathology Department. Although specific areas are identified at each facility for pick-up/delivery, there may be instances where there are locations for pickup/delivery at designated locations, including hospitals, clinics, institutions, and businesses.

7. Non-Routine Services shall be handled as described in SOW, Paragraph I, Non-Routine Services.

8. Laboratory Courier Vehicles: Contractor must include a sufficient number of vehicles to provide adequate service to meet the needs of PIMC as described in this Statement of Work. For Contractor’s daily operation, Contractor must provide laboratory courier services with a minimum number of drivers and vehicles that are appropriate for the total number of Routine Routes.

9. All vehicles used in the performance of services under this Contract are to be enclosed automobiles, vans, or trucks with adequate space, air conditioning, operating security devices (e.g., door locks/alarms), and appropriately designed to transport specimens and other supplies with which to maintain sample integrity and confidentiality of all patients, and all PIMC property. Contractor’s drivers must employ the vehicles security devices at all times when providing laboratory courier services to County.

10. Contractor must maintain and provide proof upon request that all federal Department of Transportation (DOT); Hazmat Materials Regulations (HMR); Code of Regulations (CFR), Division of Occupational Safety and Health Administration, and other State, federal, and local laws, ordinances, regulations, rules, and directives will be met and adhered to regarding transport of biologic specimens, transport containers, specimen handling procedures, labeling of transport containers, and that drivers are trained in the transport/handling of biohazardous materials, diagnostic specimens/etiologic agents, biohazard spill cleanup, and HIPAA familiarization and compliance per these regulations.

In case of specimen breakage or leakage during transport, driver must contact previous location where specimens were picked up, in addition to any other procedure for spill cleanup and biohazard notification as required by State and federal regulations.

11. Contractor must maintain a description of specimen transport containers (refrigerators, freezers, coolers, carriers, heating blocks, warm and cold packs, dry ice, etc.) utilized within vehicles to contain specimens and other laboratory supplies during transit and containers used for specimen transport to and from each facility to vehicle (e.g., insulated shoulder carrier bags). Proper labeling and construction of such specimen transport containers are the responsibility of the Contractor and must adhere to DOT, Arizona/OSHA and other State, federal and local laws, ordinances, regulations, rules and directives. Contractor shall submit to PIMC, upon request, the description of specimen transportation being utilized. PIMC has the right to approve or disapprove Contractor’s use of specimen transport containers.

12. Laboratory Courier personnel/drivers shall not allow passengers in their vehicles during the hours where contractor personnel are performing PIMC services, other than other Contractor personnel who have been trained in like-manner in the handling of biohazardous materials, nor bring non-contractor visitors into Facilities. Transportation of PIMC staff in Contractor’s vehicles is not allowed. Contractor shall ensure that the vehicles used in the performance of services under this Contract meet applicable State, federal, and local laws and regulations relating to the safe operation on the highway.

13. Specimen Handling: Contractor must assure integrity of the specimens during transport by maintaining specimens at temperatures coinciding with PIMC facility’s specimen storage conditions at the time of pick-up or as directed by PIMC facility personnel. This includes maintaining specimen temperature storage conditions from facility pick-up site to vehicle and vehicle to delivery site. Storage temperatures required are:

a. Room temperature (20-25°C/68-77°F)

b. Refrigerator (2-8°C/36-46°F)

c. Frozen (<-15°C/<5°F)

d. Body temperature (35-39°C/95-102°F)

14. Transport of other materials, such as supplies/reagents, will require separate containers other than that used for specimens.

15. PIMC may, at any time, request Contractor to provide specimen handling procedures for all temperatures, communication methods, backup procedures, driver safety training procedures and documentation, and safety/biohazardous spill procedures.

16. Specimen Breakage/Leakage: In case of specimen breakage or leakage during transport, Contractor’s driver must notify PIMC Designated Project Officer at the location or facility where specimens were picked up, in addition to complying with biohazard spill clean-up procedures and biohazard notification as required by State and federal regulations.

17. Loss of Specimens, Supplies: There shall be a PIMC inquiry into any loss of laboratory specimens, envelopes, supplies, documents, etc. in connection with their receipt, transport, or delivery by Contractor. If, after the inquiry, fault is found with the Contractor, the Contractor may be held liable for any damages resulting from the loss, including but not limited to replacement of the lost item(s) or subsequent patient damages from loss of specimen(s) or patient records and subsequent HIPAA violations.

18. Disruption of Service Notification: Contractor shall ensure that the PIMC Project Manager or his/her designee at each affected facility be notified of any delay or disruption of services that may possibly exceed thirty (30) minutes beyond the expected time of Contractor’s driver’s arrival at that facility. Notification must include the reason for the disruption and an estimated time of arrival for the completion of services. The reason for the delay must also be recorded on the Daily Courier's Manifest.

9. PRICING/COST SCHEDULE:

Quote: The Contractor to enter price quote for the base year and option years. Totals from base year and option years should be listed below on the appropriate lines and added together for a Grand total.

A. NORMAL RUNS:

Items Description QTY UNIT Unit Price Total Price

1. Base Year 843 EA

2. Option Year One 843 EA

3. Option Year Two 843 EA Grand Total

B. STAT RUNS:

Items Description QTY UNIT Unit Price Total Price

1. Base Year 255 EA

2. Option Year One 255 EA

3. Option Year Two 255 EA

C. SUPERSTAT RUNS:

Items Description QTY UNIT Unit Price Total Price

1. Base Year 106 EA

2. Option Year One 106 EA

3. Option Year Two 106 EA

Pursuant to 52.217-6 Option for Increased Quantity, (Mar 1989), The Government may increase the quantity of training called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within 30 Days. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree.

RECAP:

Add A, B and C:

Base Year: $____________ Option Year 1: $____________ Option Year 2: $____________

GRAND TOTAL $____________

10. PARKING

Courier may park free in designated parking spaces for visitors at the PIMC back laboratory entrance. Free parking will also be available for the courier at each pick-up and delivery facility.

11. INSURANCE REQUIREMENTS

Contractor shall meet all Federal, State and City codes regarding operation of this type of business and furnish the required Insurance Certificates required to work on a Government installation.

12. INDEMNITY AND INSURANCE:

The Contractor shall indemnify and hold the government harmless for any and all losses, damages, or liability on account of personal injury, death, or property damage, or claims for personal injury, death, or property damage of any nature whatsoever and by whomsoever made, arising out of the activities of the Contractor, his employees, subcontractors, or agents under the contract. For the purpose of fulfilling his obligations under this paragraph, the Contractor shall procure and maintain during the term of this contract and any extension thereof liability insurance in form satisfactory to the Contracting Officer. The named insured parties under the policy shall be the Contractor, the United States of America, their agents, and their employees.

The amount of the insurance shall be not less than $100,000 each person, $300,000 each occurrence and $100,000 property damage. The Contractor shall furnish to the Contracting Officer prior to commencement of contract performance and when the option to extend the term of the contract is exercised, evidence of insurance coverage described herein. (Submit copy of insurance with RFQ Response.)

13. INCLEMENT WEATHER

Contractor shall contact the contact person at each pick-up facility and the Contracting Officer should weather conditions delay or cause cancellation of services. Due to the nature of this business it is necessary for the Contractor to furnish vehicles that operate safely in difficult weather conditions. Cancellation should only occur as a last resort or due to acts of God.

14. DRIVERS

All drivers must be of legal age, possess valid licenses and maintain a neat, clean and professional appearance. Drivers must be able to speak, understand and write English. Drivers shall possess identification showing Contractor names and job title. Contractor is responsible for the actions and conducts of its employees and shall assure that are consistently compliant with all PIMC building and parking regulations, policies and guidelines while conducting business on Government property and for the PIMC. Drivers shall not make any personal stops in performance of duties under this contract nor shall any unauthorized passenger accompany the driver during contract work. Drivers shall observe the smoking policy of the PIMC and only smoke in designated areas. Drivers transporting laboratory specimens must be trained in Universal Precautions for handling of biohazard materials and include use of proper procedures in case of spills or accidents. This training shall also include mandatory Hazardous Materials training. Written statements documenting Hazardous Materials training and training that meets the laws and regulations of the US Department of Transportation and the Centers for Disease Control governing the transport of clinical specimens shall be provided to the COTR annually.

15. VEHICLES

All vehicles used in performance of this contract shall be registered, licensed and meet the minimum vehicle requirements as mandated by the Department of Transportation. The Government reserves the right to inspect the vehicles and investigate the responsibility of bidder to perform the work outlined in this contract and reject any offer should contractor be lacking.

All vehicles must be in first-class mechanical condition, with body in good state of repair, clean and pleasing appearance throughout, to assure high-quality transportation. All vehicles must be equipped with working heaters and air conditioners.

All vehicles shall contain equipment capable of two-way verbal communication between persons on the transport vehicle, the contractor’s dispatch location and destination location.

All vehicles shall be covered by necessary insurance, licenses and/or permits to perform all work under the contract.

All Contractor personnel must obey all state motor vehicle laws.

16. LICENSES AND/OR PERMITS

The Contractor shall obtain all necessary licenses and/or permits required to perform all work under the contract.

17. QUALITY CONTROL:

a. The Contractor shall provide services under the terms and of this contract with staff capable of providing proper and adequate services and workmanship.

b. The Contractor shall be responsible for monitoring and evaluating the safety, quality and appropriateness of services provided and shall maintain the quality control program.

18. DESIGNATED PROJECT OFFICER(PO)

Adrienne Frazier, Supervisory Medical Technologist, Laboratory Department, 602-263-1526 and email address is Adrienne Frazier@ihs.gov, is hereby designated as the Project Officer (PO) for this contract and he or his designee shall perform the following duties:

1. Monitor the Contractor’s technical progress including surveillance and assessment of performance;

2. Interpret the Scope of Work;

3. Provide technical evaluation as required;

4. Provide technical inspections and acceptance required by this contract;

5. Ensure that invoices and payments are processed in a timely manner; and

6. Assist the contractor in the resolution of technical and administrative problems encountered during performance.

The Project Officer’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The Project Officer does not have the authority to change or alter the order amount, terms and conditions.

19. INVOICE SUBMISSION:

a. Payment shall be made in ARREARS;

b. Electronic Funds Transfer (EFT) shall be utilized as method for processing payment;

c. Upon receipt of the Contractor’s properly prepared invoice, the Project Officer is responsible for certifying the invoice for acceptance of service and contacting a UFMS receiver to request a receiving receipt.

d. Improperly prepared invoices will be returned to the Contractor resulting in delayed payment.

The following shall constitute as a “properly” prepared invoice

1 Invoice containing activity with no missed period;

2 Purchase Order number and Period of performance;

3 Fee schedule of line items, description, quantity, unit of price and extended total per line item; Total amount of invoice.

Original invoice shall be submitted to:

Phoenix Indian Medical Center Attn: Finance Department 4212 N. 16th Street Phoenix, AZ 85016

Final payment, constituting the entire unpaid balance of the Purchase Order price, shall be made to the vendor when work has been completed.

e. In addition to the address state above an electronic (PDF) copy shall be transmitted via email to the Project Officer at the following address: Adrienne.Frazier@ihs.gov

20. ARIZONA STATE TAXES:

The Department of Health and Human Service, Phoenix Indian Medical Center is tax exempt for the following: 42-5074.B.8, 42-5071.B.2(a), 42-5061.A.25(b), AND 42- 5159.A.13(d), State of Arizona Department of Revenue. (Copy of Certificate available upon request).

Contractor is responsible for determining and paying all required taxes. The final proposal amount shall include all applicable taxes.

Award amount shall not be adjusted due to failure of the offeror to include taxes into the proposal.

21. DEPARTMENT OF LABOR:

No contractor or subcontractor holding a service contract for any dollar amount shall pay any of its employees working on the contract less than the minimum wage specified in section 6(a)(1) of the Fair Labor Standards Act (29 U.S.C. 206).

The Department of Labor, Wage and Hour Division has issued a Wage Determination for laborers to be employed under this purchase order. Wage Determination No.2005-2023 (Revision #17, dated 06/19/2013) is incorporated into this purchase order pursuant to Federal Acquisition Regulation (FAR) 22.1108-2. (Refer to Attachment A).

In addition, to paying employees appropriate hourly wages the contractor is responsible for fringe benefits applicable to all classes of service employees engaged in purchase order performance. Fringe benefits are not included in the hourly wages.

22. LIST OF ATTACHED DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS:

mailto:Frazier@ihs.gov

Items Title No. of Pages

1. Attachment A, Wage Determination No.: 2005-2023, 9

2. Attachment B, 2014 Tax Exemption Letter 3

3. Attachment C, 2014 AZ Form 5000 2

23. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPAA):

Business Associate Agreement

I. Authority:

Pursuant to 45 C.F.R § 164.52(e), the Indian Health Service (IHS), as a covered entity, is required to enter into an agreement with a “business associate,” as defined by 45 C.R.R. § 160.103, under which the business associate must agree to appropriately safeguard Projected Health Information (PHI) that it will use and disclose when performing functions, activities or services pursuant to its contract with the IHS. By signing Contract No. ________ (Solicitation), 14-247-SOL- 000105 agrees that it is a Business Associate and will comply with the terms below, in addition to other applicable Contract terms and conditions, and applicable law, relating to the safekeeping, use, and disclosure of PHI. This Appendix comprises the Business Associate Agreement (Agreement).

II. Definitions:

The following terms shall have the same meaning as those terms in 45 C.F.R. Part 160 and Part 164, which are the federal regulations implementing the Health Insurance Portability and Accountability Act of 1996 (HIPAA), as amended:

Breach, Designated Record Set, Disclosure, Health Care Operations, Individual, Minimum Necessary, Notice of Privacy Practices, PHI, Required by Law, Secretary, Security Incident, Subcontractor, Unsecured PHI, and Use.

A. Business Associate. “Business Associate” shall generally have the same meaning as the term “business associate” at 45 C.F.R. § 160.103, and in reference to the party to this Agreement shall mean .

B. Covered Entity. “Covered Entity” shall generally have the same meaning as the term “covered entity” at 45 C.F.R. § 160.103, and in reference to the party to this Agreement, shall mean the IHS.

C. HIPAA Rules. “HIPAA Rules” shall mean the Privacy, Security, Breach

Notification, and Enforcement Rules at 45 C.F.R. Part 160 and Part 164.

D. Master Patient Index (MPI). The “Master Patient Index” or “MPI” is composed of a unique list of patients and a current list of medical centers where each patient has been seen. This enables the sharing of patient data between operationally and regionally diverse systems. Each record (or index entry) on the MPI contains a small amount of patient data used to identify individual entries.

The mission of the MPI is to uniquely identify a patient and to “link” that patient’s data throughout the IHS facilities using the Integration Control Number (ICN). The MPI is the authoritative source of a patient’s ICN, the enterprise-wide identifier for IHS facilities and the key to accessing a patient’s record. The accuracy of patient information and patient identification directly affects clinical, administrative, billing, and interdepartmental processes.

III. Obligations and Activities of Business Associate:

A. Compliance: Business Associate agrees not use or disclose PHI other than as authorized by the Agreement or as required by law. Business Associate acknowledges that it is directly liable under the HIPAA Rules and subject to civil and, in some cases, criminal penalties for making uses and disclosures of PHI that are not authorized by the Agreement or required by law. Business Associate agrees that it will require all of its agents, employees, subsidiaries, and affiliates, to whom Business Associate provides PHI, or who create or receive PHI on behalf of Business Associate for Covered Entity, to comply with the HIPAA Rules and to enter into written agreements with Business Associate that provide the same restrictions, terms, and conditions as set forth in the Agreement.

B. Subcontractors: In accordance with 45 C.F.R. §§ 164.502(e)(1)(ii) and

164.308(b)(2), which govern relations with subcontractors, Business Associate agrees to ensure that any subcontractors that create, receive, maintain, or transmit PHI on behalf of Business Associate agree to the same restrictions, terms, and conditions that apply to Business Associate with respect to such

PHI.

C. Safeguarding PHI: Business Associate shall develop and use appropriate procedural, physical, and electronic safeguards to protect against the use or disclosure of PHI in a manner not authorized by this Agreement or required by law. Business Associate will limit any use, disclosure, or request for use or disclosure of PHI to the minimum amount necessary to accomplish the intended purpose of the use, disclosure, or request.

D. Safeguarding Electronic PHI: Business Associate agrees to use appropriate safeguards, as set forth in Subpart C of 45 C.F.R. Part 164 with respect to electronic PHI, to prevent use or disclosure of electronic PHI other than as authorized by this Agreement or required by law.

E. Reporting Use or Disclosures Not Authorized By this Agreement or

Required by Law: Business Associate agrees to report to Covered Entity any use or disclosure of PHI not authorized by this Agreement or required by law within thirty (30) days of discovering the use or disclosure, or any security incident of which it becomes aware. In addition, Business Associate shall mitigate, to the extent practicable, any harmful effect that is known to Business Associate of the use, disclosure, or security incident.

F. Reporting of Breach: In accordance with the policy of the Department of

Health and Human Services, Business Associate will report, within one hour of discovery, all suspected or confirmed breaches to Covered Entity.

G. Notification of Breach of Unsecured PHI: In addition to the above, Business Associate shall notify Covered Entity of a breach, as set forth in 45 C.F.R. § 164.410, of the security of any unsecured PHI that Business Associate received from, or created or received on behalf of, Covered Entity within thirty (30) calendar days after the discovery of the breach by Business Associate, its employees, officers, and/or other agents, unless notification is specifically excepted by 45 C.F.R. § 164.412.

1. Requirements of Notice. Such notice shall include, to the extent possible, the identification of each individual whose unsecured PHI has been, or is reasonably believed by Business Associate to have been, accessed, acquired, or disclosed during such breach; a brief description of the circumstances of the breach of security, including the date of the breach and the date of Business Associate’s discovery of the breach;

and the type of unsecured PHI involved in the breach. Business Associate agrees to provide any other available information that Covered Entity is required to include in notification to the individual under 45 §164.404(c). In the event notification is delayed, evidence demonstrating the necessity of the delay shall accompany the notification.

H. Individual Access to PHI: Business Associate shall maintain a designated record set for each individual for whom it maintains PHI. In accordance with an individual’s right to access his or her PHI, Business Associate shall make available all PHI in the individual’s designated record set to the individual to whom that information pertains, or, upon the request of the individual, to that individual’s authorized representative, as necessary to satisfy Covered Entity’s obligations under 45 C.F.R. § 164.524. Availability to access PHI shall be made within five (5) calendar days of receipt of a valid request.

I. Accounting of Disclosures: Business Associate shall maintain records of PHI received from, or created or received on behalf of, Covered Entity and shall document subsequent uses and disclosures of such information by Business Associate. Business Associate shall, within five (5) calendar days after receiving a request from Covered Entity, provide to Covered Entity such information as Covered Entity may require to fulfill its obligations to account for disclosures of PHI pursuant to 45 C.F.R. § 164.528.

J. Amendment of PHI: Business Associate shall, within five (5) calendar days of a request by Covered Entity, make PHI available to Covered Entity for Covered Entity to fulfill its obligations under 45 C.F.R. § 164.526 to amend PHI and shall, as directed by Covered Entity, within five (5) calendar days of receipt of such direction, incorporate any amendments into PHI held by Business Associate. In addition, Business Associate shall ensure incorporation of any such amendments into PHI held by its agents or subcontractors within ten (10) days of such direction, and shall notify Covered Entity within five (5) calendar days of when those agents or subcontractors have completed the incorporation of the amendments. Business Associate shall forward to Covered Entity all requests to amend PHI that it receives directly from individuals within five (5) calendar days of its receipt of a request.

K. Carrying out Covered Entity’s Obligations: To the extent Business

Associate is to carry out one or more of Covered Entity’s obligation(s) under Subpart E of 45 C.F.R. Part 164, Business Associate agrees to comply with the requirements of Subpart E that apply to Covered Entity in the performance of such obligation(s).

L. Disclosures for Verifying Compliance: Upon request, Business Associate shall permit access by the Secretary and Covered Entity during normal business hours to its facilities, books, records, accounts, and any other sources of information, including PHI and any agreements that it has with subcontractors, vendors, and/or other agents relating to the use and disclosure of PHI received from Covered Entity, or created or received by Business Associate on behalf of Covered Entity, for purposes of determining both Business Associate’s and Covered Entity’s compliance with the HIPAA Rules.

IV. Permitted Uses and Disclosures by Business Associate:

A. Business Associate shall not use or disclose PHI except to perform functions, activities, or services on behalf of Covered Entity as provided for in the Contract, this Agreement, the HIPAA Rules, or other applicable law.

B. Business Associate agrees that it may use or disclose PHI on behalf of Covered

Entity only:

1. Upon obtaining the authorization of the individual to whom the PHI pertains;

2. For the purposes of treatment, payment or health care operations unless Covered Entity has agreed to a restriction pursuant to 45 C.F.R. § 164.520(b)(iv)(A) or 45 C.F.R. § 164.522; or

3. Without an authorization or consent, if in accordance with 45 C.F.R. §164.510, 45 C.F.R. § 164.512, 45 C.F.R. § 164.514(e), 45 C.F.R. §164.514(f), or 45 C.F.R. § 164.514(g).

C. Business Associate shall use and disclose PHI in compliance with each applicable requirement of 45 C.F.R. § 164.504(e), which section is fully incorporated herein.

D. Business Associate agrees to make uses, disclosures, and requests for PHI consistent with Covered Entity’s minimum necessary policies and procedures.

E. It is anticipated that Business Associate will have access to the MPI.

F. Business Associate may not use or disclose PHI in a manner that would violate

Subpart E of 45 C.F.R. Part 164 if done by Covered Entity, except for the specific uses and disclosures set forth below.

1. Business Associate may disclose PHI for the proper management and…