36C24219Q1060-001.docx

STATEMENT OF WORK

COURIER SERVICES

NEW JERSEY VA HEALTHCARE SYSTEM

I. GENERAL INFORMATION

1. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. Pathology and Laboratory Medicine Service of the VA New Jersey Health Care System requires the services of a courier to pick up and deliver patient specimens, blood and blood products, and laboratory products on an on-call basis to and from the East Orange, NJ laboratory. This service is needed twenty-four hours a day, seven days a week, including holidays. The Sterile Processing Services requires the services of a courier to pick up and deliver soiled and sterilized reusable medical equipment (RME) Monday thru Friday as specified in Tables 1, 3, and 4.

Any day designated by the President of the United States as an observed holiday.

2. Background: We require to have a courier service that provides 24/7 specimen pickup and delivery for unscheduled courier services. The Contractor shall provide courier service with a company vehicle and uniformed driver to transport laboratory specimens and clean and contaminated Reusable Medical Equipment (RME), from East Orange Campus to Lyons and Brick Campuses five (5) days per week (Monday through Friday), excluding federal holidays for scheduled courier services. On occasion, there may be a need for Saturday pick up from Brick Clinic and drop off at the East Orange Lab for scheduled courier services. This will be on an as needed basis.

Contractor shall supply containers (with foam inserts to hold the specimens), specifically used for the transportation of specimens transported from the clinics to East Orange and/or Lyons VAMC for scheduled courier services. Also, contractor is to supply from one (1) to two (2) containers to be left at every site and one (1) to two (2) containers to be brought to the sites as to facilitate the transportation and pickup of said specimens. All specimen containers are required to be locked.

Unscheduled courier services are needed because there is no laboratory at the Lyons campus, but there is a VA shuttle that runs hourly Monday through Friday, from 8:00am until 4:30pm. If there are specimens that need to be sent to East Orange outside of these times, VA will call the contractor for specimen pickup and delivery. We also occasionally need specimens delivered to other area hospitals and institutions, including Manhattan and Bronx. Contractor shall be responsible for these deliveries as well.

3. Performance Period: Contractor shall provide all vehicles, personnel, management, equipment and reports necessary to provide transportation as described in this Statement of Work and Price Schedule. The period of performance is expected to be as follows:

Base Period – October 1, 2019 through September 30, 2020 Option Period 1 – October 1, 2020 through September 30, 2021 Option Period 2- October 1.2021 through September 30, 2022 Option Period 3- October 1, 2022 through September 30, 2023 Option Period 4- October 1, 2023 through September 30, 2024

4. Type of Contract: IDIQ

II. STATEMENT OF WORK

Contractor must be a fully licensed courier company will provide delivery between the Lyons campus of the VA New Jersey Healthcare System, 151 Knollcroft Rd. Lyons, NJ 07939 and the East Orange Campus located at 385 Tremont Ave., East Orange, NJ 07018 and various other locations throughout the state and New York as needed. Contractor shall dispatch a courier to the Veterans Administration Medical Center (VAMCs) daily. Pickup at the Lyons Campus will be on the ground floor, building 4, near the admissions area. Pick-up and delivery at the East Orange Campus will be in the accessioning area of the chemistry department located on the first floor in building 1, room 1-176. There are approximately 12 – 21 runs per month between these two campuses. There is also the occasional need to send a specimen to the New York Blood Center, which is in Long Island City. The estimate is 0 - 2 per month. There is also the occasional need to send a specimen to area hospitals, such as the University Hospital. There may also be a rare need for delivery to Pennsylvania.

This list is not all inclusive since it is not possible to anticipate every situation that may arise.

The courier will provide all necessary labor, transportation, equipment, material and supplies for twenty-four (24) hour pickup and delivery of routine and emergency reagents, blood and/or blood products, lab products and specimens on an on-call basis. The courier should arrive within 45 minutes of receiving a call and have the ability to immediately deliver STAT specimens. The area served is within a 100-mile radius and includes, but is not limited to, New Jersey and occasionally New York and Pennsylvania.

Laboratory specimens, i.e. body fluids, and human blood products, will be properly packaged by VA staff. Packing may or may not include dry ice or wet ice. The outer shipping containers are to be provided by the vendor. Deliveries will be made directly to Laboratory Service.

The contractor is responsible for the safe transportation of all items to their destination. The contractor shall ensure that all drivers are trained and have received instruction in the safe transport of infectious/diagnostic specimens as required by federal, state and local law. This shall include instructions on procedures to follow in the event of leaks, spills, or breakage of packaging for the lab specimens. Documentation must be provided upon request.

Vehicles must provide protection for the items being transported to prevent exposure to weather (direct sunlight, heat, cold, rain, snow, water, etc.), and insure items are secured to prevent theft or loss. Vehicle must be equipped with temperature/humidity monitor to ensure sterility when transporting sterilized RME. Soiled RME must be separated from any blood specimens and sterilized RME. Protective disposable barrier must be provided between soiled bins and vehicle seats/ fabrics. Vehicles must be equipped with hand-trucks to assist in the transportation of all RME (soiled and sterilized) from and to the pick-up and drop-off points. Courier will return sterilized RME if container / packaging is compromised during transportation. The contractor shall notify Sterile Processing Services if conditions exist which may affect their ability to perform contract requirements on a given day (973) 676-1000 ext. 2260.

Courier is responsible for maintaining a log of all pick-ups and deliveries. Logs will indicate the time and dates of pick-ups and deliveries, number of specimens/parcels received or delivered, and the appropriate signatures. Logs shall be available for review at any time during the contract. The VAMC will require a written report from the contractor when pick up/delivery incidents are documented as being untimely. This report will be due within 24 hours of request.

The Contractor shall notify the VAMC within two hours by phone (973) 676-1000 ext. 2196, if conditions exist which may affect their ability to perform contract requirements on a given day.

III. Flat Payment Rates: Payment for trips shall be computed in accordance with the following guidelines:

1. Contractor shall be paid a flat rate for trips to or from the following locations

2. New Jersey VA Healthcare System, East Orange Campus; New Jersey VA Healthcare System, Lyons Campus; New York Blood Center; and University Hospital. See table 2 for address reference.

3. For destinations other than those described in paragraph (a), the contractor shall be paid a flat rate based on the mileage for a trip. Mileage shall be calculated from the designated point of pa pickup and the designated point of patient drop off.

4. Trips may be cancelled by the VA, if a trip is cancelled while a vehicle is en route for pick up the contractor shall be entitled to receive 50% of the flat rate for the trip. If a trip is cancelled after a vehicle has reached the designated point for pickup, or if the contractor is unable to perform a scheduled pickup due to reasons beyond the Contractor’s control (for example, contractor was given an incorrect address), the contractor shall be entitled to receive 100% of the flat rate for the trip. The contractor shall not be entitled to a cancellation fee when cancellation is made prior to dispatch of a vehicle.

5. The pricing provided shall include all additional charges, such as ferry, bridge, tunnel or road toll charges, fuel and other maintenance costs, and the contractor shall not be entitled for separate reimbursement of such charges. Drivers may not accept tips from any VA employees.

6. The VA Medical Center shall use internet-based “Bing Maps” to verify mileage. Allowable charges for mileage shall not exceed the Bing Maps calculation of the “shortest distance” between the pick-up point and the drop-off point.

IV. Response date (deadline):

Responses must be received no later than close of business.

V. TABLE 1: PICK UP SOILED SCOPES

PICK UP SOILED SCOPES

VI. TABLE 2: UNSCHEDULED COURIER SERVICES

UNSCHEDULED COURIER SERVICES

VII. TABLE 3: PICK UP CLEAN REUSABLE MEDICAL EQUIPMENT (RME)

PICK UP CLEAN REUSABLE MEDICAL EQUIPMENT (RME) - Rooms will be marked Clean RME only

James J. Howard OPC (Brick Clinic) 970 Route 70 W Brick, NJ 08724 Room #325

VIII. TABLE 4: PICK UP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME)

PICK UP CONTAMINATED REUSABLE MEDICAL EQUIPMENT (RME)

RED CLEANED BINS

IX. Table 5. SCHEDULED COURIER SERVICES

SCHEDULED COURIER SERVICES