36C24721Q0594 0001_1.docx

Contract Opportunity Amendment to a Previous Combined Solicitation

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

BASE NOTICE TYPE

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Amendment to a Previous Combined Solicitation R602 557-21-3-503-0028 Milledgeville/Tifton Courier Services

(VA-21-00052448)

31021 36C24721Q0594 04-23-2021

10:00 AM

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

492110 Department of Veterans Affairs Carl Vinson VA Medical Center 1826 Veterans Blvd.

Dublin GA 31021

CONTRACTING OFFICER

SHERYL HARRIS

sheryl.harris5@va.gov 478-272-1210

DEPARTMENT OF VETERANS AFFAIRS

CARL VINSON VA MEDICAL CENTER

1826 VETERANS BLVD

DUBLIN

GA

31322

USA

THE PERIOD OF PERFORMANCE DATES CHANGED ON THE STATEMENT OF WORK. A COPY OF THE STATEMENT IS ATTACHED WITH THE CORRECT DATES.

Statement of Work (SOW) Courier Service – Milledgeville VA Clinic and Tifton VA Clinic 557-21-2-503-0004 Carl Vinson VA Medical Center Dublin, Georgia

1. Background

The Carl Vinson VAMC in Dublin, Georgia is operating Community Based Outpatient Clinics (CBOC) in Milledgeville, Georgia and Tifton, Georgia to better serve the Veterans in and around those areas. With the Milledgeville CBOC being located 45 miles away and the Tifton CBOC located some 105 miles away from the main facility in Dublin, a courier service contract will be necessary to transport supplies from Dublin to the Tifton CBOC and to transport Lab specimens and documentation back from the Milledgeville and Tifton CBOC to the main facility. The courier service will need to be daily, Monday through Friday, excluding all Federal Holidays.

2. Objectives

The Contractor will furnish all personnel, equipment, vehicles, and supplies necessary to provide courier services for the Milledgeville CBOC and the Tifton CBOC for the term of the contract as per section four (4) Statement of Required Goods/Deliverables in this document.

3. Scope The Carl Vinson VAMC seeking a contract courier service to transport supplies, lab specimens, and documentation daily, Monday through Friday, excluding all Federal Holidays between Carl Vinson VAMC and Milledgeville CBOC, located in Milledgeville, Georgia and Tifton CBOC, located in Tifton Georgia. This contract will be a firm-Fixed price contract and payment will be on a cost-per-delivery run basis for a period of one (1) year firm and four (4) option years.

4. Statement of Required Goods/Deliverables

The Contractor will furnish all personnel, equipment, vehicles and supplies necessary to provide courier services for the Milledgeville, Georgia and Tifton Georgia CBOC as outlined herein.

Milledgeville CBOC:

The contractor shall provide daily pick-up of lab specimens, documentation, supplies and any boxed items needing transported originating at the Milledgeville CBOC, located at 2249 Carl Vinson Hwy, Milledgeville, GA and delivered to the Carl Vinson VAMC, located 1826 Veterans BLVD, Dublin, GA. The pick-ups will need to be coordinated with the Nurse Manager or designated team member at the Milledgeville CBOC to be picked up between the hours of 2:00PM – 2:30PM daily Monday through Friday, excluding weekends and Federal Holidays. This is a one-way trip. The contractor will only use OSHA approved laboratory containers and refrigerant packs provided by the Carl Vinson VAMC, Laboratory Department. At the start of the contract, the contractor will be responsible for picking up the container from the Laboratory Department at the Carl Vinson VAMC and for returning the container at the end of the contract terms. All efforts will be made to ensure inadvertent access to patient privacy information is avoided. At no time should specimens packaged with patient privacy data be left unattended. Contractor will ensure that specimens collected at Milledgeville CBOC arrive at the Carl Vinson Laboratory Department on or before 4:00PM daily. Courier may park in designated parking spaces for visitors and/or the loading /unloading paces at the Carl Vinson VAMC.

The Laboratory Department is a controlled access space and the Contractor will announce visit by way of the audio buzzer at the Laboratory Department entry.

Some specimens will require room temperature transport and will only need to be protected from the heat the Contractor will ensure appropriate measures are taken to protect these types of specimens. The Contractor is responsible for ensuring that an accidental/emergency spill kit is always carried in the transporting vehicle. The drivers and vehicles used in the performance of this contract must be licensed, registered, and insured to meet all State and City requirements. The Contractor must ensure compliance with Federal and State requirements for transporting specimens over ground.

Tifton CBOC: The Contractor shall provide daily pick, Monday through Friday, excluding weekends and Federal Holidays, originating at the Carl Vinson VAMC, located at 1826 Veterans BLVD, Dublin GA. The Driver will pick up supplies and documentation from the following departments Laboratory Department, Pharmacy Department, Logistics Department (Medical supply / Office Supply), and the Mail Room. The Driver will need to coordinate the pick- up to allow for a departure time on or before 12:00PM daily to ensure that sufficient transport time to arrive at the Tifton CBOC located at 302 W 20th Street, Tifton, GA on or before 2:00PM. The Driver will coordinate the delivery of any supplies or documents with the Nurse Manager or designee and will pick up any lab specimens or documents to be delivered back to Carl Vinson VAMC, Dublin GA. This is considered a round trip. The contractor will only use OSHA approved laboratory containers and refrigerant packs provided by the Carl Vinson VAMC, Laboratory Department. At the start of the contract the contractor will be responsible for picking up the container from the Laboratory Department at the Carl Vinson VAMC and for returning the container at the end of the contract terms. All efforts will be made to ensure inadvertent access to patient privacy information is avoided. At no time should specimens packaged with patient privacy data be left unattended. Contractor will ensure that specimens collected at Milledgeville CBOC arrive at the Carl Vinson Laboratory Department on or before 5:00PM daily. Courier may park in designated parking spaces for visitors and/or the loading /unloading paces at the Carl Vinson VAMC. The Laboratory Department is a controlled access space and the Contractor will announce visit by way of the audio buzzer at the Laboratory Department entry. Some specimens will require room temperature transport and will only need to be protected from the heat the Contractor will ensure appropriate measures are taken to protect these types of specimens. The Contractor is responsible for ensuring that an accidental/emergency spill kit is always carried in the transporting vehicle . The drivers and vehicles used in the performance of this contract must be licensed, registered, and insured to meet all State and City requirements. The Contractor must ensure compliance with Federal and State requirements for transporting specimens over ground. The Nurse Managers at Milledgeville and Tifton CBOC reserve the right to adjust the pick-up hours as needed to meet the mission of the CBOC. The COR will notify the contractor within two (2) days of any changes to pick- up or delivery times.

Personnel assigned by the Contractor to perform services covered under this contract shall be trained and qualified in transporting biohazard/diagnostic specimens. The qualifications of such personnel shall also be subject to review by the Carl Vinson VA Chief of Staff and approval by the facility Director. Each person assigned to work under this contract shall be well trained in federal, state, and local requirements in which the services are being provided. The contractor shall comply with all applicable Federal, State, and local laws, executive orders, rules and regulations applicable to its performance under this contract. VA reserves the right to refuse employment, under this contract, or require dismissal from contract work any contract work any contract employee who, by reason of previously unsatisfactory performance at the VA or unsatisfactory performance under the contract was dismissed. VA also reserves the right to refuse employment, under this contract to any contract employee who violates the privacy of any patient whose specimens they have had access to. Business Associate Agreement-A Business Associate Agreement must be returned to the Contracting Officer within 7 days of award notification.

The contractor shall be responsible for protecting the personnel furnishing services under the contract. To carry out this responsibility, the contractor shall provide workers compensation, professional liability insurance, health examination, income tax withholding and social security payments. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

The Contractor will make no substitution of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer (CO) and COR in writing within 15 calendar days of the occurrence of these events and provide the following required information: Temporary substitutions where the key personnel shall not be reporting to work for three (3) consecutive workdays or more, the contractor will provide a qualified replacement for the key person and notify the CO and COR. The substitution shall have comparable qualifications to the key personnel. The CO or COR shall notify the contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract shall be modified to correct any approved changes to key personnel.

5. Tasks:

The Contractor must maintain a record and log of daily courier pick-up and deliveries indicating time and date of pick-up / delivery, number of specimens and/or items, and signatures of VA employee at the pick-up and delivery sites. A copy of these logs will be furnished upon request to the VAMC COR for this contract.

6. Training:

In the performance of this contract the contractor shall take such safety and infection control precaution necessary to protect the lives and health of those personnel transporting lab specimens. Personnel must be trained in accordance with Occupation Safety and Health Act (OSHA) requirements on proper specimen handling procedures, temperature control, record keeping and infectious disease (biohazard/diagnostic) specimen handling in case of an accidental spill, Universal precautions training, blood-born pathogen training from OSHA or equivalent. Contractor will ensure that personnel are trained in the area of patient privacy which includes the requirements of the Privacy Act5 U. S. C. section 552a, and 38 U. S. C. sections 5701,7705, and 7332., the Health Insurance portability and Accountability Act (HIPPA) and VA privacy policies and procedures. The Contractor will provide a training program that describes initial training and annual training and provide such proof to the Contracting Officer Representative (COR) and the Laboratory Department Manager.

7. Government-Furnished Property:

The Government will provide the appropriate OSHA approved laboratory containers and refrigerant packs required for the transport of lab specimens. The Contractor is responsible for returning all containers at the end period of the contract.

8. Security Requirements:

A. Position Sensitivity - The position sensitivity has been designated as low risk.

B. Background Investigation - The level of background investigation commensurate with the required level of access is National Agency Check with Written Inquiries (NACI).

C. Contractor Responsibilities

(1) The contractor shall bear the expense of obtaining background investigations. If the Office of Personnel Management (OPM) conducts the investigation, the contractor shall reimburse VA within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month’s invoice(s) for services rendered.

(2) It is imperative for the contractor to provide, at the request of VA, a listing of contractor personnel performing services under the contract in order for the background investigation process to commence. This list will include name (first, middle, last) social security number; date of birth; city, state, and country of birth.

(3) The contractor or their employees shall submit a complete background investigation packet. Additional guidance and information in completing the required forms, and examples of the forms, can be found at http://www1.va.gov/VABackground_Investigations/page.cfm?pg=2. The following required forms must be submitted to the VA Office of Security and Law Enforcement before contract performance begins:

(4) The Contractor shall inform the contract employee that when filling out Standard Form 85, that there should be no gaps in employment history. Any gaps in employment history on Standard Form 85 may result in OPM rejecting the documentation for investigation and delay contract performance.

(5) The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract, and at the request of the VA, submit another employee for consideration.

(6) The contractor may utilize a private investigating agency if such agency possesses an OPM and Defense Security Service certification. A Cage Code number must be provided to the VA Office of Security and Law Enforcement. VA Office of Security and Law Enforcement will verify the information and advise the contracting officer whether contractor’s access to the computer systems can be authorized.

(7) All contractor employees and subcontractors are required to complete VA’s Privacy training annually. All Contractor employees and subcontractors requiring access to VA computer network are required to complete Cyber Security training courses annually either on-line or hard copy. Documented proof must be provided to the Contracting Officer.

(8) The contractor will notify the COTR immediately when their employee(s) no longer require access to VA computer systems.

D. Government Responsibilities:

(1) The contracting officer will request the contractor employee’s background investigation by the Office of Security and Law Enforcement.

(2) The Office of Security and Law Enforcement will notify the contractor with instructions for the contractor's employees, coordinate the background investigations, and notify the contracting officer and contractor of the results of the investigations.

(3) The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month’s invoice(s) for services rendered.

SAC (Special Agreement Check)

All Contractor Employees who require access to the Department of Veterans Affairs computer systems or who have access to sensitive information shall be required to have, at a minimum, a Special Agreement Check (SAC) which includes electronic fingerprinting. A Contractor Employee shall not perform any contract work (except for any other required orientation and training that does not require access to a VA computer system) until fingerprinting is completed by the local Human Resource Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. The Contracting Officer’s Technical Representative shall facilitate the SAC process for the Contractor and Contractor Employee.

If the SAC identifies “potentially actionable issues” in connection with a Contractor Employee and it is determined that the Contractor Employee needs to be removed, the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements. SACs and fingerprinting of Contractor Employees will be required even when an Employee will not be working on site at a VA Facility. The Contracting Officer can identify other options for accomplishing these SACs.

9. Point of Contact

COR: Monica Anderson, 478-272-1210 Ext 3497 email: monica.anderson2@va.gov

Laboratory Department Manager, Ruth Simmons, 478-272-1210 Ext 2479 email: ruth.simmons@va.gov

Nurse Manager Darlene Mathis-Moment, email: darlene.mathis-moment@va.gov

10. Place of Performance or Delivery Address

Milledgeville Origination: Milledgeville CBOC, located at 2249 Carl Vinson Hwy, Milledgeville, GA Final Destination: Carl Vinson VAMC, 1826 Veterans Boulevard Dublin, Ga Tifton Origination: Carl Vinson VAMC, 1826 Veterans Boulevard Dublin, Ga Destination: Tifton CBOC, located at 302 W 20th Street, Tifton, GA

Final Destination: Carl Vinson A Medical Center 1826 Veterans Boulevard, Dublin, Georgia 31021

11. Period of Performance or Required Delivery Date

This contract will be a firm fixed price contract with a base year and four (4) option years. Payment will be on a monthly basis. The performance period is detailed in the schedule.

Base period: May 22, 2021 – May 21, 2022 Option year 1: May 22, 2022 – May 21, 2023 Option year 2: May 22, 2023 – May 21, 2024 Option year 3: May 22, 2024 – May 21, 2025 Option year 4: May 22, 2025 – May 21, 2026

12. Inspection and Acceptance

The contractor shall be required to meet the standards set forth in the Quality Assurance Surveillance Plan (QASP). Failure to meet the Performance Standards set forth in the QASP will results in a negative rating for the contract evaluation period and will be considered in determining award of contract option years. Failure to meet the Performance Standard for delivery of service will result in financial penalties if additional expenses are incurred by the facility to provide the needed service at the last minute.

13. Invoices

Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

OB10 e-Invoice Setup Information: 1-877-489-6135 OB10 e-Invoice email: VA.Registration@ob10.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov