Amend 3 - 36C24123Q0279_3 03.21.25.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

36C241

Department of Veterans Affairs Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330

36C241

Department of Veterans Affairs Network Contracting Office 1 (NCO 1) Contracting Officer (90C) 1 VA Center Augusta ME 04330

To all Offerors/Bidders 36C24123Q0279

01-27-2025

See CONTINUATION Page is required to sign this document and return _ ____1______ copies to the issuing office.

The purpose of this amendment is to:

1. Update the routes in PWS to correspond with the price breakdown by location excel spreadsheet.

2. Update the provisions at FAR 52.212-1 & 52.212-2.

3. Update the price breakdown by location spreadsheet to include routes for VA Connecticut & VA Bedford Pharmacies

- Offers are due by 04/01/2025 at 6:00AM EST.

- Questions (if any) are due by 03/26/2025 at 12:00PM EST.

- Late submissions will not be accepted.

X

Addenda to FAR 52.212-1 Instructions to Offerors – Commercial Items

1.0 General Instructions.

This section provides general guidance for preparing quotes, as well as specific instructions on the format and content of the quote. The Offeror’s quote must include all data and information requested and must be submitted in accordance with (IAW) these instructions.

Compliance with the instructions and solicitation is mandatory. Failure to comply may result in an unfavorable quote evaluation and render the quote ineligible for award.

2.0 Information Regarding Submission Requirements.

To be considered, the complete quote must be received not later than the date and time established in the Request for Quote. The quote shall be emailed to the following Point of Contract (POC):

Fred Revah Contract Specialist Network Contracting Office 1 frederic.revah1@va.gov

Deadline for Questions (if any): 03/26/2025 at 12:00 PM (EST) Deadline for Offers: 04/01/2025 at 6:00AM (EST)

Questions and offers submitted after the deadline will not be considered.

3.0 Quote Preparation and Format Instructions. This section provides general guidance for preparing quotes regarding the format and content of the quote. To assure timely and equitable evaluation of quotes, offerors must follow the instructions contained herein; all the requirements specified in this solicitation are mandatory. Offerors are representing that your firm will perform all the requirements specified in the solicitation by submitting your quote. Offerors are required to meet all solicitation requirements, including terms and conditions, in addition to those identified as evaluation factors.

3.1 Electronic Copies. The content of electronic copy shall be emailed to the POC mentioned above. The format of all documents submitted shall be either Microsoft Word, Microsoft Excel, or Adobe PDF files only. Each document submitted shall clearly be titled as to what the file contains.

3.2 Quote Clarity. The quote shall be clear, concise, and shall include sufficient detail. The Offeror shall assume that the Government has no prior knowledge of its capabilities, facilities and experience, and will base the evaluation on the information presented in the offeror’s quotes.

4.0 Specific Quote Instructions. To assure timely and equitable evaluation of the quote, the offeror must follow the instructions contained herein. The quote must be complete, stand-alone, and respond directly to the requirements of this solicitation. The response shall provide the following documents for evaluation:

-Completed copy of SF1449 price/cost schedule (& signature on pg. 1, blocks 30a – 30c) -Completed copy of Price Breakdown (by location) Excel Spreadsheet -Three (3) separately completed Past Performance Questionnaires -Completed copy of VAAR 852.219-75 Notice of Limitations on Subcontracting -Signed copy of the Quality Assurance Surveillance Plan (QASP) -Signed copy of all RFQ Amendments

4.1 SF1449 Price/Cost Schedule. The Offeror shall complete the Pricing Schedule of the RFQ and submit with their offer. A unit price shall be proposed and inserted for each Firm Fixed Price (FFP) Contract Line Item Number (CLIN) for each performance period and shall be rounded up to two decimal places. The extended amount must equal the unit price multiplied by the number/quantity of units. The quoted prices shall be based on the offeror’s own approach and the Government’s PWS requirements as set forth herein. Offerors who change the quantities stated in the solicitation will render the quote ineligible for award. The offeror shall submit only pricing information that will be evaluated for award or become part of the resulting contract.

4.2 RFQ Amendments. A signed copy of the RFQ from an individual legally authorized to bind the offeror, in doing so, the offeror accedes to the contract terms and conditions as written in the solicitation with attachments. In the event that any amendments to the solicitation are issued, a signed copy of each amendment should be placed before the solicitation in order starting with the most recent amendment issued.

4.3 Price Breakdown Excel Spreadsheet. The offeror's quote shall include a completed copy of the Price Breakdown (by location) Excel Spreadsheet. This document provides a detailed review of the various routes, estimated quantities, and associated costs in relation to the PWS. This document must be completely filled out in order to be considered for award.

4.4 Past Performance Questionnaires. To assist the contracting officer in determining if the special standard of responsibility applicable to this procurement is met, offerors are asked to provide the following information with their quotes. Failure to include this information could result in a contracting officer’s determination that an otherwise successful offeror is not eligible for contract award.

Experience. Offeror shall provide a narrative that describes its experience performing similar services for a minimum of five years. If an Offeror intends to satisfy this requirement through use of a proposed subcontractor(s), Offeror must provide this information for each proposed subcontractor and Offeror must identify what work will be performed by each proposed subcontractor and what work will be performed by Offeror.

For each reference contract the Offeror submits as evidence of its (or its proposed subcontractor’s) experience providing courier services, the Offeror shall provide the following information:

1. the legal name of entity with whom the Offeror (or Offeror’s proposed subcontractor) held the contract;

2. the contract number;

3. a description providing details of the specific tasks the Offeror (or Offeror’s proposed subcontractor) performed under that contract;

4. in what geographic location the Offeror (or Offeror’s proposed subcontractor) performed these services;

5. the dates during which the Offeror (or Offeror’s proposed subcontractor) performed the contract;

6. whether this contract is for services provided by the Offeror or provided by a proposed subcontractor of the Offeror’s;

7. whether the Offeror or its proposed subcontractor was the prime contractor or a subcontractor for this contract;

8. the name, phone number, and email address of a person at the entity with whom the Offeror (or Offeror’s proposed subcontractor) held the contract who can verify the information the Offeror provides in the narrative description for this contract.

4.5 VAAR 852.219-75. Offerors shall provide a signed copy of the VAAR 852.219-75 Notice of Limitations on Subcontracting.

4.6 QASP. Offerors shall provide a signed copy of the Quality Assurance Surveillance Plan. The QASP provides a systematic method the government will use to evaluate performance. Offerors should familiarize themselves with the tasks, standards, acceptable quality levels, methods of surveillance, incentives, and disincentives outlined in this document before signing and submitting with their offer.

(End of Addenda)

Addenda to FAR 52.212-2 Evaluation – Commercial Item

Basis for BPA Award. This procurement is being conducted pursuant to FAR Part 13 procedures. The Government intends to award multiple BPAs resulting from this solicitation to the responsible offerors, conforming to the solicitation, who quote the lowest price, and whose quoted price is found to be reasonable. Price alone is the sole evaluation factor. Past performance will be assessed as a matter of general responsibility. In addition to the general standards of responsibility found at FAR § 9.104-1, in accordance with FAR § 9.104-2, the special standard of responsibility described below applies to this procurement. Offerors who fail to meet the special standard of responsibility will not be eligible to receive contract award.

Special Standard of Responsibility:

The following special standard of responsibility applies to this procurement:

Experience: Contractor must have a minimum of five years of recent experience performing similar services as evidenced in the Past Performance Questionnaire (PPQ), and possess all the necessary equipment, licenses, and manpower necessary to perform the work specified in this BPA.

Licenses: Contractor must possess all necessary licensing needed to perform the work including HIPAA (Health Insurance Portability and Accountability Act (HIPAA) training, Occupational Safety and Health Administration standards (OSHA) Bloodborne Pathogens Training and Hazardous Materials (HAZMAT) Training as well as a valid US State issued Driver’s License.

1.0 Evaluation Process. Quotes will be evaluated in the following manner. The two lowest-priced quotes will be identified. The two lowest-priced quotes will be evaluated to determine if the quoted prices are reasonable. If the quoted prices are found to be reasonable, the offerors who submitted these two quotes will be identified as the “successful offerors.” The contracting officer will then determine if the successful offerors are responsible using the general standards of responsibility and the special standard of responsibility applicable to this procurement. If contract award cannot be made to one or both of the successful offerors, the contracting officer will evaluate the next lowest-priced quote following the procedures described above. This process will continue until two BPA awards can be made, or the contracting officer determines that no BPA award can be made.

1.1 Evaluation Factors. In evaluating quotes, the Government will select the quote(s) that are most advantageous to the Government. To arrive at a decision, each offer will be assessed in accordance with the following evaluation factors:

Factor 1: Price Factor 2: Adherence to Special Standards of Responsibility

1.1.1 Price Evaluation. An offeror’s proposed price will be determined by multiplying the estimated quantities identified in the Schedule of Services by the proposed unit price for each CLIN. The extended amounts for each CLIN will then be totaled to obtain the estimated total for each performance period. The total price consists of all CLINs added together to form the period of performance.

1.1.2 Past Performance. The Government reserves the right to consider past performance information from current or prior courier contracts within VISN1, in addition to the past performance questionnaires submitted by the offeror.

2.0 Task Order Issuance. The Government will compete orders to determine which BPA holder will perform the service. The process will continue for subsequent years of service until the BPA is either canceled, or it expires.

(End of Provision)

A.1 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

(a) All actual and potential offerors are encouraged to provide feedback on the preaward and debriefing processes, as applicable. Feedback may be provided to agencies up to 45 days after award. The feedback is anonymous, unless the participant self-identifies in the survey. Actual and potential offerors can participate in the survey by selecting the following link: https:// www.acquisition.gov/360.

(b) The Contracting Officer will not review the information provided until after contract award and will not consider it in the award decision. The survey is voluntary and does not convey any protections, rights, or grounds for protest. It creates a way for actual and potential offerors to provide the Government constructive feedback about the preaward and debriefing processes, as applicable, used for a specific acquisition.

(End of Clause)

PERFORMANCE WORK STATEMENT (PWS)

VISN1 Courier Services

SECTION I:

Overview of Services:

The Department of Veterans Affairs, Veteran Affairs Medical Center (VAMC) - VISN1, has a requirement for local courier delivery services for various locations in Rhode Island, Vermont, New Hampshire, Connecticut, and Massachusetts for a period of performance of 3/1/2023 thru 2/28/2028. The overall goal is to meet the VISN1 mission requirements to transport specific items for the laboratory, other ancillary services, and the hospital in a timely, secure, and professional manner.

This requirement is for the transport of VA specimens, supplies, drugs, and material. Transportation of VA personnel and patients is prohibited in the performance of this effort. The Contractor shall provide all supervision, labor, equipment, hand trucks, Personal Protective Equipment (PPE), temperature-controlled coolers, continuous temperature monitoring devices, dry ice, transportation, fuel, insurance, and incidentals to provide daily courier services to and from the locations listed below. Contractor shall also pick up from other VA and non-VA facilities and deliver to various locations on an emergency or as needed basis. Pricing shall be inclusive of state tolls. The Government will not reimburse toll charges separately.

The Contractor shall pick up, transport, and deliver items such as blood and blood components, laboratory specimens, laboratory transport containers, oxygen, patient records, X-rays, medical supplies, prosthetic devices, boxed wheelchairs, office supplies, IT equipment and other laboratory operating supplies as well as miscellaneous items from the pharmacy, mailroom, and warehouse as requested. The estimated weight of individual items transported under this contract is between 10 and 75 lbs. The contractor shall clearly indicate any additional costs for transport of items in excess of 75 lbs.

All times listed are based on Eastern Standard Time (EST).

Schedules:

The contractor shall propose a schedule of pick-ups and deliveries that most closely meets the Government’s needs as described in the schedules located in Attachment A.

A. Routine schedules located in Attachment A. The government reserves the right to adjust the pick-up and drop-off days, times, and locations throughout the life of this BPA.

B. In addition to the locations listed below, requests may be made by all VISN 1 sites for pick-up or delivery of specimens or supplies from any medical center, State Department of Health, or clinic within a 50-mile radius of the requesting site.

C. Routine, STAT, and emergency transportation shall be provided on an as needed basis 24 hours a day, 7 days a week, 365 days a year including Federal and State Holidays.

D. Contractor is expected to pick up specimens and other miscellaneous materials from other VA or non-VA sites and transport under STAT availability or Routine conditions, if necessary. The receiving sites may/may not be VA sites as indicated in the specified routes.

E. Total turnaround time for all STAT/Emergent trips will be 2 hours maximum beginning from the time of

STAT call.

a. STAT/Emergent specimens shall be picked up within 30 minutes of the requesting phone call to the contractor, and delivered directly to the receiving laboratory, without any additional stops between pickup and drop off.

F. As needed routine runs must be delivered the same day within the operating hours of the receiving hospital.

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. These requirements will be described in the Special Contract Requirements Section.

Inclement Weather or Delayed Deliveries:

Contractor shall contact the effected sites Laboratory Manager, Laboratory Administrative Officer, or designee (see attachment A for contact list) should weather conditions delay or cause cancellation of services; to include disabled vehicles or any other causes of delayed delivery. If unable to reach the effected site, the contractor shall contact the Contracting Officer’s Representative (COR). Due to the nature of this business, it is necessary for the Contractor to furnish vehicles that operate safely in difficult weather conditions and to ensure vehicles are in good working condition. Cancellations shall only occur as a last resort or extreme weather conditions. The contractor is responsible for collecting and delivering any specimens that are already in route the same day.

Federal Holidays:

Federal Holidays are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year’s Day, Martin Luther King’s Birthday, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving, and Christmas.

Courier Services Scope of Work Includes:

A. Drivers:

1. All drivers shall be of legal age, possess valid driver’s licenses and maintain a neat, clean, and professional appearance. Drivers shall be identified as employees of the courier company. Drivers shall prominently display a contractor identification badge on their person. Drivers shall not wear any excessive artificial scents.

2. Drivers shall be able to speak, understand and write English.

3. Drivers must be able to move, lift, and carry all transported items between buildings and vehicles without assistance from VA staff.

4. Contractor is responsible for the actions and conduct of its employees and shall assure that they are consistently compliant with all VA building security, and parking regulations, policies and guidelines while conducting business on Government property and for the VA.

5. 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.

6. Drivers shall observe the smoking policy of the VA and only smoke in designated areas.

7. Drivers shall not bring any prohibited items onto VA grounds, including but not limited to firearms, ammunition, and alcohol.

8. Drivers may not enter any areas not required for pick up or delivery.

9. Drivers shall be trained in Universal Precautions for handling of biohazard materials and include use of proper procedures in case of biohazard spills or accidents. This training shall also include mandatory Hazardous Materials training and knowledge and understanding for the handling of dry ice and HIPPA training certification. Drivers transporting medications shall be trained in hazardous drug handling and use proper procedures for handling of hazardous drugs in case of spills or accidents. All drivers must have compliant and up-to-date spill kits in their vehicles in the event there is a spill requiring containment or cleanup Written statements documenting Hazardous Materials training and other training that meets the laws and regulations of the US Department of Transportation, the Centers for Disease Control, and the US Pharmacopeia guidance governing the transport of clinical specimens and hazardous drugs shall be provided to the COR at the beginning of contract performance and thereafter annually or prior to new driver(s) providing services for VAMC routes. This also applies to subcontractors hired by the primary contractor.

10. All drivers shall have current background checks on file.

11. All personnel transporting items under this contract must be bonded.

B. 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 vehicle storage capacity shall be similar to a standard minivan or a large SUV. The Government reserves the right to inspect the vehicles and investigate the responsibility of the contractor to perform the work outlined in this contract. Vehicles shall be locked at all times when the driver is not in the vehicle to ensure VA property including laboratory specimens and medications are secured. Use of public transportation (i.e., buses, Uber, taxi, Lyft, train) is prohibited.

C. COVID 19 protocols:

Contractor shall comply with all protocols and requirements of each drop-off/pick-up location in response to current and future pandemics, including but not limited to controlled entry points, health screening before entry to the facilities, and masking. Coordinate with the COR for local requirements.

D. Confidentially Of Records:

1. Contractor shall assure the confidentiality of all patient information and records being transported and shall be held liable in the event of any breach of confidentiality. The contractor shall comply with provision of the Federal Privacy Act of 1974 (Public Law 93-579). The contractor will be required to devise an acceptable mechanism to assure transported items will not be accessible should the driver become separated from or lose control of the vehicle. To ensure privacy/HIPPA rights, the drivers shall never have overnight possession of any VAMC owned item (ex. specimens, documents, etc.).

2. VA employees are responsible for securing all items containing PHI (i.e., tamper proof biohazard bags, locking bins, locking mail bags). All specimens, records, and other secured items will be loaded, sealed/locked, opened/unlocked, and unloaded by VA employees when the receiving location is a VAMC. When the receiving location is a laboratory area hospital or medical clinic all items will be opened/unlocked and unloaded by Laboratory personnel at the receiving location. When the receiving location is a clinical area with such as pharmacy, inpatient unit, or clinic with items transported including medications, all items will be opened/unlocked and unloaded by pharmacy or nursing personnel at the receiving location. Transportation of medications will never include controlled substances.

E. Reportable Incidents:

Contractor shall furnish a written monthly report outlining any delivery incidents that occur. This report shall be delivered to the COR and the CO. Incidents/actions involving blood components or laboratory specimens shall be reported immediately to Laboratory Manager, Laboratory Administrative Officer, or designee. Incidents involving medications shall be reported immediately to the Pharmacy Manager or Nurse manager. If there is any reason that the deliveries of supplies, equipment, or mail totes cannot be made, the contractor shall notify the designated point of contact or supervisor must be notified (see section II for contacts) as soon as possible to determine what procedures, if any, must be taken.

Incidents/actions involving breach of patient records or patient identifiable information shall be reported to the designated point of contact and the COR immediately or if the COR is not available then to either the VINS Information Security Officer or the Privacy officer.

F. Quality Control and Assurance Surveillance Plan (QASP):

A QASP is included and includes the following items in a matrix format:

1. Service Requirement

2. Measurement

3. Method of Surveillance

4. Frequency

5. Target Quality Levels

6. Incentives/Disincentives

The intent is for the COR or designee(s) to use this plan to ensure the contractor is adhering to the PWS.

The government shall evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on how the Government will monitor the contractor’s performance in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

G. Personnel Policy:

Employees working for the Contractor shall not be considered Government employees. The Contractor shall provide Workers Compensation, Professional Liability insurance, health examinations, Income Tax Withholding and Social Security Payments for all W2 employees. Alternatively, contractor may also utilize the services of “similarly situated” independent contractors who are of the same socio-economic category as the prime. Utilizing the services of an independent contractor who is not “similarly situated” will be designated as a subcontractor and not count towards the Limitations of Subcontracting requirement that contractor personnel perform at least 50% of the work. Contractors shall confirm compliance with the Limitations of Subcontracting FAR Clause 52.219-14.

H. Packaging and Transportation:

All Laboratory specimens shall be properly packaged and labeled to indicate the general nature of the material being transported and according to Department of Transportation guidelines for diagnostic specimens. All laboratory specimens shall be transported in sealed, opaque, tamper evident biohazard bags. VA Laboratory staff will package specimens in these biohazard bags prior to pick up by the courier.

The courier will transfer the biohazard bags to Laboratory staff at the receiving location, who will open the sealed bags. Medical Records shall be transported in secured storage mail containers provided by the Government. These secured mail containers will be loaded, locked, unlocked and unloaded by VA employees. Contractor shall provide puncture proof coolers and transport specimens in appropriate containers secured in the vehicle body to prevent movement. Laboratory specimens shall be transported in accordance with specified temperature requirements. Room temperature specimens shall be transported inside a cooler and remain at temperature between 15-30°Centigrade. Refrigerated specimens shall be transported in a cooler with regular ice or cold packs and remain at temperature between 2-10° Centigrade. Frozen specimens shall be transported in a cooler packed with dry ice to remain at temperatures of -18° Centigrade or colder. Contractor shall provide necessary ice, cold packs, or dry ice to maintain temperatures required for specimen stability. Contractor shall provide continuous temperature monitoring devices that are equipped with audible alarms and can be reset to show maximum and minimum temperatures during transport. The Contractor shall ensure that for every Government-supplied transport container picked up at a site, one container (either filled with items being delivered, or empty, if appropriate) is left behind. Laboratory specimen racks shall be placed upright in the coolers and returned to sending sites.

All medication supplies shall be properly packaged and labeled to indicate the general nature of the material being transported. Hazardous drugs and other cancer treatment related infusions are not regulated under Department of Transportation. All medications transported between VA sites will be in sealed tamper evident packaging indicating hazardous drug status. VA Pharmacy staff will package medications in tamper evident sealed packaging prior to handoff/pickup by the courier. The courier will transfer the packaged medications into the approved transportation containers and secure the transportation container with a tamper evident seal, noting the seal number. Medical records accompanying medications will be transported in the same manner as medications. The contractor will provide puncture proof coolers and room temperature transportation containers for transport of drugs in the appropriate containers secured in the vehicle body to prevent movement. Medications will be transported in accordance with specified temperature requirements. Room temperature storage medications will be transported inside a transportation container and have continuous temperature monitoring to provide evidence of consistent temperature between 20-25°C. Refrigerated medication shall be transported in a cooler with chilling blocks or cold packs and remain at a temperature of 2-8°C.

Frozen medications shall be transported in a cooler packed with dry ice to remain at a temperature of - 50°C to -18°C. Contractor shall provide necessary ice, cold packs, or dry ice to maintain temperatures required for medication stability. Contractor shall provide continuous temperature monitoring devices that are equipped with audible alarms and can be reset to show maximum and minimum temperatures during transport. The contractor shall ensure that for every Government-supplied transport container picked up at a site, one container (either filled with items being delivered, or empty, if appropriate) is left behind.

a. Contractor shall provide and deliver dry ice, in an approved container for dry ice transport, to the VISN 1 Pathology Laboratory locations and outlying sites upon request. The VA Laboratory and the Contractor shall agree upon time of delivery and appropriate amount (measured in pounds) of dry ice to be provided. This dry ice is used for temporary storage of frozen medical specimens during transport.

b. The courier service shall be able to provide for the transportation of Medical Grade Oxygen size ME 870 Pin-Indexed cylinders when needed.

1. The contractor shall comply with the Hazardous Materials Regulations (HRM), Title 49 CFR Parts

100 – 185 and 49 CFR 172.202(a) for training of couriers and transport of the cylinders. The sending VAMC will provide the Bill of Lading (manifest) for each transport IAW the above CFR regulations. A copy of the completed Bills of Lading shall be forwarded to the COR on a monthly basis by the contractor.

c. Claim files (C-files) are confidential health care protected information of physical paper files which need to be reviewed by the Veterans Benefits Administration (VBA) raters and Compensation and Pension (C&P) examiners. C-files will be transported in black lockable bins weighing up to 40 lbs.

each. There may be multiple bins per run. C&P staff and VBA staff will load, lock, unload and unlock the bins.

d. Medical records shall be transported in Blue/Red lockable mailbags in multiples weighing up to 20 lbs. each to be delivered to Primary Care and Pharmacy or a designated location. Primary care and Pharmacy VA employees will be responsible for loading, locking, unlocking and unloading the mailbags.

e. Pharmacy prescriptions shall be transported in Blue/Red lockable mailbags in multiples weighing up to 20 lbs. each to be delivered to Pharmacy, clinic or a designated location. Clinic and Pharmacy VA employees will be responsible for loading, locking, unlocking ad unloading the mailbags.

f. Contractor shall have the capability of tracking specimens, medications, and other items from pickup location to delivery location. Documentation of tracking must be presented to COR or COR designee upon request. All documentation for billing shall include date, time and person requesting the pickup. The contractor shall maintain and produce records of all pick-ups and deliveries, containing dates, times, person receiving delivered items at receiving facility and driver identity. VA and/or the sending/receiving facility will request driver signatures as written documentation of pick-up and delivery by use of specimen/package track logs or other similar mechanism.

g. Contractor shall develop and maintain a quality control program to assure the packaging and transport requirements are consistently met. Contractor must demonstrate ability to immediately remedy any violations of the above requirements. VA reserves the right to perform periodic inspections to ensure compliance.

h. The contractor is also expected to pick up medications and other miscellaneous materials from other VA or non-VA sites and transport under STAT 24/7 availability or routine conditions if necessary. The receiving sites may/may not be VA sites as indicated in the specified routes.

i. Contractor shall meet with the CO and/or the COR monthly via virtual meetings, to discuss immediate administrative and problem areas.

j. All VA property must be handled appropriately to prevent damage. If items are identified by the courier as not suitable for shipment, the designated point of contact or supervisor must be notified.

See section II for contacts. Damage from shipping or handling shall be the contractor’s responsibility and restitution shall be made as required by the CO.

NOTE: The schedule of pick-ups included in this PWS are estimates. The government reserves the right to adjust the pick-up and drop- off days, times, and locations throughout the life of this BPA with one week email notification from the COR to the Contractor.

SECTION II:

White River Junction VA Medical Center 215 North Main Street (mailing) 163 Veterans Drive (GPS) White River Junction, VT 05009 PH:(802) 295-9363 x5500

White River Junction Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall pick up the miscellaneous administrative and medical items at the White River Junction VA Laboratory, building 1, 2nd floor for delivery to CBOCs on the routes below - prior to starting the route daily.

Test specimens and miscellaneous administrative and medical items from CBOC’s must be received at the main laboratory on the same day of pickup.

The expectations for emergency pick-ups are within 30 minutes of the request phone call to the contractor.

Providence VA Medical Center 830 Chalkstone Ave Providence, RI 02908

PH: (401) 273-7100 x14050

Providence Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, 2nd floor, Room D206.

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the Providence VAMC mail room, Lab, In-Patient Pharmacy, building #8 warehouse, and the Eagle Square VAMC PT/OT/Prosthetics Clinic at the H building, 75 Eagle Street, Providence, RI.

VA Central Western Massachusetts Health Care System 421 North Main Street Leeds, MA 01053-9764

PH:(413) 584-4040 X2380

Central Western Massachusetts (CWM) Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, building 1, room 2131.

Test specimens must be received at the main laboratory on the same day of pickup.

Manchester VA Medical Center

718 Smyth Rd, Manchester, NH 03104

PH: (603) 624-4366 X6639

Manchester Veterans Affairs Medical Center (VAMC) Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory, building 1 room E224.

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the Manchester Lab prior to scheduled courier runs and deliver to locations below.

Special Circumstances for Manchester:

Every effort should be made to prioritize diagnostic blood samples. In the event of a courier conflict of diagnostic blood samples and CBOC delivery schedule, the courier needs to contact the Laboratory Manager or Designee immediately. Laboratory Leadership will work with the courier service to triage courier deliveries while considering 1) critical need of diagnostic blood samples 2) operational needs of laboratory and 3) whether the facilities can provide an alternate mode of transport.

A note shall be made on that month’s invoice of the circumstances surrounding the schedule change.

VA Connecticut Healthcare System West Haven: 950 Campbell Avenue

West Haven, CT 06516 PH: 203-932-5711 x2931

Newington: 555 Willard Ave Newington CT 06111

PH: 203-932-5711 x6840

VA Connecticut Healthcare System Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

o One additional pick-up and delivery shall be scheduled for Saturday, except on Federal Holidays, between Newington and West Haven VAMC’s as listed below.

Contractor shall deliver test specimens to the main VA Laboratory at West Haven, building1, 1st floor, rm

1229.

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the West Haven Lab prior to scheduled courier runs and deliver to locations below.

VA Boston Healthcare System and VA Bedford West Roxbury: 1400 VFW Pkwy, West Roxbury, MA 02132

PH: 857-203-5973

Brockton: 940 Belmont St, Brockton, MA 02301

PH: 774-826-2298

Jamaica Plain: 150 S Huntington Ave, Boston, MA 02130

PH: 857-364-5115

VA Bedford: 200 Springs Rd, Bedford, MA 01730

PH: 781-687-2603

VA Boston Healthcare System Routine Pickup Schedule:

Pickups and deliveries of lab specimens and miscellaneous administrative items shall be scheduled five days per week, Monday through Friday, except on Federal Holidays.

Contractor shall deliver test specimens to the main VA Laboratory at o West Roxbury, building 3, 1st floor, room 1B119 o Brockton, building 3, 1st floor, room A123 o Jamaica Plain, building 1, 2nd floor, room B257 o Bedford, building 1, 2nd floor, room 155

Test specimens must be received at the main laboratory on the same day of pickup.

Contractor shall pick up the administrative and medical supplies at the West Roxbury Lab prior to scheduled courier runs and deliver to locations below.

Special Circumstances for Jamaica Plain:

Weekends and Holidays, on occasion, a STAT sample may need transportation from Jamaica Plain VA SARRTP in Building 4 to West Roxbury VA Laboratory.

Special Circumstances for Brockton:

From the hours of 8pm-7am Monday – Friday and 24 hours Saturday, Sunday and Holidays a STAT courier must be available to pick up specimens from the Brockton Urgent Care within 10 minutes of the receiving a request for pickup. These specimens must be delivered to VA West Haven immediately, with no additional stops between VA Brockton and VA West Roxbury.

VA Connecticut Healthcare System

Pharmacy Service POCs:

24/7/365 – Inpatient Pharmacy, 203-932-5711, x 14499 or x 14498

Chief, Pharmacy Service – Meghan Wilkosz

Associate Chief, Acute Care Clinical Pharmacy Practice – Jennifer Sanchez

Nursing Service POCs:

Specialty Nursing Check-in, 203-932-5711, x 17072

Chief Nurse, Medicine Specialty – Mary York

Nurse Manager, Newington Specialty – Elizabeth Lopes

VA Boston Healthcare Systems

Pharmacy Service POCs

Chief, Pharmacy Service – Marci Salow 617-485-8457

AO, Pharmacy Service – Megan Tarantion 617-435-8090

SECTION III:

Records Management Language for Statement of Work (SOW):

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

1. 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.

2. 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.

3. 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.

4. 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.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. 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.

8. 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.].

9. 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.

10. 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.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO

CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance.

National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization.

Self-certification by…