36C24725Q0416 - Combine Synopsis - Courier Services.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Inter-Division Laboratory Courier Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 30096

SOLICITATION NUMBER* 36C24725Q0416

RESPONSE DATE/TIME/ZONE 04-02-2025 10 am EASTERN TIME, NEW YORK, USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* R602

NAICS CODE* 492110

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

VISN 7 Network Contracting Office 3 FL Directors Office 3700 Crestwood Parkway Duluth GA 30096

POINT OF CONTACT*

Contract Specialist Khalil Al-Amin khalil.al-amin@va.gov khalil.al-amin@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Charlie Norwood Department of VAMC

950 15th Street Augusta GA

POSTAL CODE 30904-2608

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov URL DESCRIPTION https://www.va.gov AGENCY CONTACT’S EMAIL ADDRESS khalil.al-amin@va.gov EMAIL DESCRIPTION khalil.al-amin@va.gov

Combined Synopsis/Solicitation

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for

Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. Solicitation 36C24725Q0416 is issued as a request for quotation. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. This solicitation is issued as an SDVOSB set-aside, the associated NAICS code is 492110, and a small business size of 1,500 employees.

DESCRIPTION: The Department of Veterans Affairs, Networking Office 7 is looking to award a firm-fixed-price contract and payments will be on a per-delivery run basis. The contractor shall provide courier services for specimens/ pick-up and delivery for Pathology and Laboratory

Medicine Service (P&LMS) at VA Augusta Healthcare System, located at 950 15th Street, Augusta, GA 30901. The contractor shall provide daily Courier Service transportation of medical specimen pick-up and delivery Vendor will provide transportation of laboratory specimens and other medical supplies and materials to and from the designated locations below:

a. Charlie Norwood VA Medical Center (CNVAMC)

(Downtown Division)

950 15th Street

1-Room 1C114/Bldg. 801.

Augusta, GA 30901

b. Charlie Norwood VA Medical Center

(Augusta Women’s Health Clinic-located inside Piedmont Healthcare Professional

Building 1)

820 Saint Sebastian Way

Suite 8A

Augusta, GA 30901

c. Charlie Norwood VA Medical Center

(Uptown Division)

Room 1A237/Bldg. 110

1 Freedom Way

Augusta, GA 30904

TERMS: This requirement incorporates one or more clauses/provisions by reference, with the same force and effect as if they were given in full text. The full text of a clause or provision may be accessed at http:///www.acquisition.gov/far/index.html and http://www.va.gov/oal/library/vaar/. Offerors are encouraged to, and responsible for, reviewing the full solicitation (attached) for detailed requirement description, applicable terms and conditions, provisions, submittal instructions to offerors, and evaluation procedures prior to submitting their quotes. All Offerors must have an active registration in the System for Award Management (SAM), www.sam.gov, at the time of submittal.

QUESTIONS: Any questions pertaining to this requirement must be emailed to khalil.al-amin@va.gov no later than 10:00 AM Eastern Standard Time (EST), March 25, 2025, include

Solicitation 36C24725Q0416 in the subject line of the email to ensure timely review and response. No questions will be accepted nor answered after this date and time. Response to questions will be posted as an amendment to the solicitation once the question period has expired. Offerors are responsible for monitoring Contracting Opportunities at www.sam.gov for any amendments to the solicitation as the government will not send notice of amendments.

Representatives from potential Offerors or on behalf of potential Offerors shall not contact any

VA Medical Center representative to discuss nor inquire about this solicitation.

DEADLINE: All offers/quotes must be submitted in a single email to khalil.al-amin@va.gov and received no later than 10:00 AM, EST, April 02, 2025, including Solicitation 36C24725Q0416 in the subject line of the email. Offerors are encouraged to, and responsible for, reviewing the full solicitation (attached) for detailed requirement description, applicable terms and conditions, provisions, submittal instructions to offerors, and evaluation procedures prior to submitting their quotes.

NOTE: Offerors must complete all fill-ins to include any signatures required.

PAGE 4 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

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

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

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

509-25-3-549-0058

36C24725Q0416 03-06-2025

Khalil Al-Amin khalil.al-amin@va.gov 04-02-2025

10am EDT

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Office

3 FL Directors Office

X

X 100

492110

1500 Employees

N/A

X

SEE STATEMENT OF WORK

36C247

Department of Veterans Affairs

VISN 7 Network Contracting Office

3 FL Directors Office

Austin Payment Center

Department of Veteran Affairs

PO Box 149971

Austin TX 78714-8971

(877) 353-9791 (512) 460-5545

See CONTINUATION Page

Laboratory Courier Service, Augusta, GA

Period of Performance: Base Year: 04-16-2025 - 04-15-2026.

Option Year One: 04-16-2026 - 04-15-2027.

Option Year Two: 04-16-2027 - 04-15-2028.

Option Year Three: 04-16-2028 - 04-15-2029.

Option Year Four: 04-16-2029 - 04-15-2030.

All questions pertaining to this requirement email to

Khalil Al-Amin at Khalil.Al-Amin@va.gov.

Time period for submitting questions for this requirement ends

March 25, 2025, at 10AM Eastern Standard Time.

See CONTINUATION Page

509-3650160-549-822300-2560 0100L0090

X X

Earnest Ellison

CONTRACTING OFFICER

36C24725Q0416

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

STATEMENT OF WORK

ATTACHMENT A – DAILY LOG

ATTACHMENT A – DAILY LOG

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (NOV 2023)

ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (JAN 2025)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ... 49

C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED

SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023)

(DEVIATION)

C.7 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

C.8 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.9 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 55

C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.11 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.12 52.224-2 PRIVACY ACT (APR 1984)

C.13 52.224-3 PRIVACY TRAINING (JAN 2017)

C.14 52.233-2 SERVICE OF PROTEST (SEP 2006)

C.15 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.16 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-

OWNED SMALL BUSINESS EVALUATION FACTORS (JAN 2023) (DEVIATION)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (SEP 2023)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

VAAR 819.7004 Limitations on subcontracting compliance requirements

VAAR 852.219-75 Limitations on Subcontracting Certificate

E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.3 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT

ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)

E.4 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)

E.6 52.216-1 TYPE OF CONTRACT (APR 1984)

E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.8 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION

(OCT 2018)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Earnest Ellison

Department of Veterans Affairs

VISN 7 Network Contracting Office

3 FL Directors Office

3700 Crestwood Parkway

Duluth GA 30096

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] After services has been rendered.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment

Requests.

Department of Veterans Affairs, FMS-VA-2(101), Financial Services Center, PO Box 149971, Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

STATEMENT OF WORK

1. Title of Project: VA Augusta Healthcare System Laboratory Courier Service

2. Background: The VA Augusta Healthcare System serves Veterans at both hospital divisions and the Augusta Women’s Health Clinic. Medical specimens from the Uptown Division and the Augusta Women’s Health Clinic must be delivered in a timely manner to the lab to assist in the delivery of healthcare without any damage or loss of information. All laboratory specimens collected for testing must be delivered to the Downtown division laboratory, in adequate time to preserve the integrity of laboratory results. Delivery of lab specimens, pharmacy prescriptions and other items between divisions and the Augusta Women’s Health Clinic must be done in compliance with the appropriate transportation regulations.

3. Scope of Work: Contractor shall provide daily Courier Service for medical specimen pick-up and delivery for the Pathology and Laboratory Medicine Service (P&LMS), VA Augusta Healthcare System, located at 950 15th Street, Augusta, GA 30901 for transportation of lab specimens, pharmacy prescriptions and miscellaneous items to and from designated locations sited below in section 4.

All laboratory specimens collected for testing must be delivered to the laboratory at the Downtown Division, CNVAMC, 950 15th Street Augusta, GA 30901 in adequate time to preserve the integrity of laboratory results.

Service is required 24 hours per day, 7 days a week and 365 days per year for emergent, holiday, and weekend courier services and Monday to Fridays 8am to 6pm for daily operations.

4. Places of Performance: VA Augusta Health Care system reserves the right to coordinate with the Contracting Officer and Contractor with the adjustment of the pick-up locations, hours and/or change the frequency of pick-ups (to add, delete, or change facilities and routine routes to meet patient or departmental needs.

a. Charlie Norwood VA Medical Center (Uptown Division)

1 Freedom Way, Augusta, GA 30904

b. Charlie Norwood VA Medical Center (Augusta Women’s Health Clinic-located inside Piedmont Healthcare Professional Building 1) 820 Saint Sebastian Way, Suite 8A, Augusta, GA 30901

c. Charlie Norwood VA Medical Center (Downtown Division)

950 15th Street, Augusta, GA 30901

5. Performance Period: Will begin on the date of award. The performance period will be one base year with four (4) one-year options to renew.

Federal Holidays: Pickup and deliveries shall be made from each location on Federal Holidays (as observed).

Holidays observed by the Federal Government are:

New Years Day Martin Luther King’s Birthday President’s Day Memorial Day Independence Day Juneteenth Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

*Any other day specifically declared by the President of the United States to be a national holiday.

6. Points of Contact:

Facility/AOD:

Available upon award

COR and/or designee:

Available upon award

GENERAL REQUIREMENTS:

1. Contractor shall have 3 or more years’ experience in Courier Services.

2. The contractor must be registered and active in the SAM.GOV database, must be registered in SBA Veteran Small Business Certification (VetCert), and must meet small business size standards for NAICS 492110.

3. The contractor shall provide a POC for dispatchers and or a list of names of drivers and alternate drivers. Updated lists must be provided to the COR annually and when changes have occurred.

4. The contractor shall provide all labor, personnel, transportation, supervision, and other items and non-personal services necessary to provide courier services as defined in the Statement of Work (SOW). Service must be done in compliance with all applicable local, state, and federal guidelines.

Base Year 16 April 2025 – 15 April 2026

1st Option Period 16 April 2026 – 15 April 2027

2nd Option Period 16 April 2027 – 15 April 2028

3rd Option Period 16 April 2028 – 15 April 2029

4th Option Period 16 April 2029 – 15 April 2030

5. The contractor shall provide staff for courier services for lab specimens, pharmacy prescriptions, and other internal deliveries for inter-division delivery as defined in the statement of work. The contractor shall provide a vehicle to provide these services. The vehicle and contractor staff shall be in compliance with HMR;

49 CFR Parts 171 – 180 and all other applicable state and federal regulatory requirements for the transportation of medical specimens (infectious substances) and controlled pharmacy substances.

ADDITIONAL COURIER REQUIREMENTS:

1. The contractor is responsible for providing all materials, equipment, transportation, supervision, staffing, and cleaning supplies required to perform the full scope of this contract.

2. All lab specimens will be packaged and ready to be picked up at the agreed-upon time. The contractor shall provide DOT/OSHA-approved containers/coolers and refrigerant packs to maintain appropriate temperatures for lab specimens during transport. Some specimens will require room temperature transport and will only need to be protected from the heat. Containers/Coolers must be labeled with a Biohazard label and shall be secured (locked) at all times while in the possession of the Contractor. The contractor shall provide locks to ensure all items are kept secure during transport.

3. Laboratory specimen containers for delivery and pick-up are approximately 16 inches high x 30 inches long x 20 inches wide; however, they may vary in size.

Routine delivery totes/coolers shall not exceed forty-nine pounds. Some of the packages/boxes may be of odd dimensions. Totes may contain office and medical supplies, medications/prescriptions, etc. Some containers/packages may require special handling and will be marked “Fragile” or “This Side Up.” The Vendor shall comply with all special handling instructions marked on containers/packages.

4. The Contractor shall deliver/pick up empty containers for each location and deliver/pick up a fully packed container for the return trip. Laboratory specimens, i.e. body fluids, will be properly packaged by the VA personnel for transportation.

All specimens must be transported in accordance with all Department of Transportation (DOT) and OSHA Codes of Federal Regulations (CFR) 49 and 29.

5. The contractor shall be responsible for complying with all regulations that define appropriate transportation of specimens and shall supply, in writing, proof that all drivers have been adequately trained on an annual basis. The contractor's employees/couriers transporting test specimens must be trained in "Universal Precautions" in the handling of biohazard materials (specimens). Training must include utilizing clinical procedures in case of biohazard spills and accidents. The contractor must furnish a record of all required training.

6. All contractor employees responsible for transporting specimens shall be trained and certified in accordance with Department of Transportation (DOT) regulations, HMR; 49 CFR Parts 171 – 180, and OSHA (Occupational Safety and Health Organization) on proper specimen handling procedures, dry ice, temperature control, record keeping, and infectious disease (Biohazardous) specimen handling in case of an accidental spill. The contractor must submit a Blood- Borne Pathogen Training Certificate from OSHA or an equivalent organization to the Contracting Officer with their proposal. This training certificate shall also be submitted to the Contracting Officer’s Representative (COR) at the CNVAMC Augusta, GA within 10 days after contract award for all contracted couriers that will participate. Accidental/Emergency Spill Kits shall always be carried in the vehicle.

7. The Contractor shall direct all questions and problems regarding this contract, to the Contracting Officer. The Contracting Officer is the sole authority to amend the terms and conditions of this requirement. All changes will be issued via amendment and/or modifications in writing from the Contracting Officer to the Contractor.

A. Pick-Up and Delivery Schedule:

Daily Courier services include but are not limited to the transportation of pharmaceuticals, medical supplies, diagnostic specimens, all laboratory specimens (blood/body fluids), and other items as required.

Start of shift:

The contractor shall check in daily at 8 am with the Downtown AOD, (or other designated VAMC personnel) before proceeding to the first pick-up point. The contractor shall pick up from and deliver to each identified location as outlined below starting at the top of every hour at the following locations for routine transport:

Pharmacy Downtown:

The first pick-up point is located at the Downton Division (950 15th Street, Augusta, GA 3090) 1-Room 1C114/Bldg. 801. Items picked up to be delivered to uptown Pharmacy.

Pharmacy Uptown:

Delivery and pick up point – Room 1A237/Bldg. 110. Items delivered and items to picked-up and delivered to downtown Pharmacy.

Path & Lab Uptown:

Pick up point – Room GB158/Bldg. 110. Lab specimens are to be picked up and delivered to the downtown lab.

Path & Lab Downtown Delivery only – Room 2D133A/Bldg. 801.

VA Augusta’s Women’s Health Clinic The pick-up point is only located inside the Piedmont Healthcare Professional Building, 820 Saint Sebastian Way, Suite 8A. Specimens are to be delivered to the downtown lab.

Note: The contractor shall checkout daily with the Downtown AOD at the end of the scheduled tour.

Note: The Augusta Women’s Health Clinic will require a dedicated courier.

Pick-up shall be at 4 pm daily M-F and/or “as needed.”

The contractor shall provide staff for courier services listed below:

a. Routine Services: M-F Normal Business Hours: The courier will work from 8:00 am to 6:00 pm Eastern Standard Time (EST) on every business day; these are the defined “normal business” hours for the contract. The total number of scheduled pick-ups per day is 10.

b. Scheduled Services: M-F After Hours: After-hour pick-ups shall be defined as after 6:00 pm M-F. There shall be three scheduled pick-ups after normal business hours: 7:00 pm, 9:00 pm, EST & midnight. The scheduled pick-ups are for one hour which starts upon contractors checking in with the AOD. It is expected that in the one hour allowed, the contractor shall pick up from the scheduled locations, deliver items, and check out with the AOD. The total number of scheduled pick-ups per day is 3.

c. Holiday & Weekend Hours: There shall be two scheduled pick-ups each holiday and each weekend day: 12:00 noon and 9:00 pm. EST. The total number of scheduled pick-ups per holiday and per weekend day is 2.

d. Unscheduled services: Additional pick-ups shall be defined as pick-ups outside of scheduled pick-up times to include M-F Normal Business hours, M-F After Normal Business hours, Holiday hours, and Weekend hours stated in the SOW. Courier can be called for pick-ups that are outside of scheduled pick-up times shall be documented on a daily courier log.

e. VA Augusta Health Care System reserves the right to coordinate with the

Contracting Officer and Contractor with the adjustment of the pick-up locations, hours and/or change the frequency of pick-ups (to add, delete, or change facilities and routine routes to meet patient or departmental needs.

Note: Daily pick-ups are estimates.

B. Record of Pick-Up and Delivery:

The contractor shall maintain a log of daily courier pick-ups and deliveries indicating date, time, initials, and signatures. The contractor shall electronically submit all the daily courier logs for each month of service upon submitting a detailed invoice into the Tungsten Network Portal. The log must include all scheduled pick-ups and/or additional pick-ups as defined in the SOW.

Documentation shall be legible and complete. See attachment A for the daily log.

C. Invoices: For assistance setting up e-Invoice, the below information is provided:

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

a. Invoices shall be submitted MONTHLY in arrears in accordance with:

852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

(NOV 2018)

b. Payments shall be made in arrears upon receipt of a properly prepared invoice.

c. Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests.

d. The VA has mandated electronic invoice submission to the Veterans

Affairs Financial Services Center (VAFSC). VAFSC has partnered with Tungsten Network e-Invoicing network, for submissions of all electronic invoices to VA. Tungsten Network electronic invoicing is free to all VA vendors. To submit electronic invoices, all VA vendors must register with Tungsten Network by submitting an email to VA.Registration@Tungsten- Network.com or calling 1-877- 489-6135 for Enrollment.

e. Contractor shall submit an electronic invoice by the tenth (10th) of the following month services were performed to the Veterans Affairs Financial Services Center (VAFSC) e-Invoice through the website at https://portal.Tungsten- Network.com/Login.aspx. For questions regarding the submission of VA electronic invoices, Tungsten Network customer service may be contacted at 1- 877-489-6135.

f. All invoices shall reference the vendor’s name and address, customer name, contact number, appropriate obligation/funding order number, description of services provided, quantity, unit price, and total invoice amount (any additional info). Invoices shall also include any payment discount terms.

mailto:vafsccshd@va.gov

D. Contractor’s Duties and Responsibilities:

a. Contractor must be a courier company with a state license and carry a minimum of $500,000 liability insurance. All couriers transporting specimens under this contract must have cellular for communication purposes.

b. The contractor must give prior notification to each location if the scheduled pick-up time cannot be met for any reason.

c. No specimens or medications shall be kept in the possession of the contractor overnight. In case of failure to arrive at the directed facility by the times annotated in the delivery schedule, the courier shall still deliver all items to the Path and Lab Service employee only, signing in as required. Couriers will check in and out at the lab by filling out the Delivery Sign-In Sheet (sample included as Attachment A) with their initials.

Specimens will not be left without ensuring that a Laboratory Service employee has acknowledged receipt of the container(s). The facility labs do not close, although a staff member would need to be called in after 12 am.

d. The Contractor shall provide all couriers and vehicles needed to perform the services described in this contract. Each vehicle used in the performance of this contract shall be adequately stocked with at least one up-to-date complete discharge from controlled containers.

E. Contractor Drivers & Vehicles:

a. All contractor employees must maintain a valid driver’s license for the type of vehicle operated as required by the State’s operating therein. A record of each driver as to character and physical capabilities for performing as a courier must be maintained and made available for inspection to the Department of Veterans Affairs Medical Center upon request.

b. The contractor personnel performing services shall conduct themselves in a professional business-like manner.

c. The contractor’s personnel shall present a neat appearance and be easily recognized as a contract employee. The contractors’ employee shall wear an identification tag that includes the company’s name/logo and the employee’s name and photograph. The contractor’s vehicle shall have the company name/logo prominently displayed.

d. Contractor drivers must maintain a valid driver’s license for the type of vehicle operated as required by the State of GA.

e. Vehicles must be in good working condition with a working air conditioner that will maintain the required temperatures.

f. Vehicles shall have the company name/logo prominently displayed.

g. Each vehicle used in the performance of this contract shall be adequately stocked with at least one current/up-to-date complete “Spill Kit” for a bio-hazard clean-up in case of leakage or accidental discharge from the container.

h. Contractor vehicles shall be maintained in a sanitary clean condition, absent of foreign debris and contaminants.

i. The following types of vehicles are prohibited from use under the contract:

i. Bicycles

ii. Motorcycles

iii. Vehicles without a secure cargo area, such as convertibles

iv. Pickup trucks without fully enclosed and lockable bed cover unless cargo is secured in the driver’s cab.

j. The Government reserves the right to restrict any contractor employee from performing services under this contract who does not meet the required qualifications violates Federal regulations or is identified as a potential threat to the security, safety, health, and/or operation mission of VA and its Veteran patients. The restriction of such contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein.

k. The Contracting Officer, upon discussion with the COR, reserves the right to exclude Contractor staff members from providing services under the contract or task order based upon breaches of conduct, including conduct that jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing tasks, or other conduct resulting in formal complaints by Veterans or other staff members to designated government representatives. The Contractor and COR shall address issues raised concerning Contractor personnel conduct. The Contracting Officer shall be the final decision on questions of acceptability and in validating complaints.

l. The Contractor’s drivers shall observe and abide by all signage, speed limits, pedestrian right-of-way, emergency vehicle right-of-way, and designated roadways.

m. The Contractor’s drivers are required to notify the COR and or designee during normal business hours of any unusual events that impede him/her in making delivery as required by the contract.

n. Under no circumstances shall any animal or person other than the driver ride in the vehicle or handle items being transported.

The Contractor shall provide and maintain training for its employees in appropriate safety and packaging procedures suitable to specimen type and distances transported. This should include issues such as adherence to regulations for the transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedures in case of accidents or spills, etc. Upon request by the COR, the Contractor shall provide documentation certifying that training has been provided to the Contractor’s personnel. Reference 49 CFR §173.199 Diagnostic Specimens and Used Health Care Products and § 172.700, Subpart H, Training, and International Air Transportation Association (IATA) Section 1.5.02.

o. The Government reserves the right to refuse acceptance of any

Contractor personnel at any time after performance begins if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction, or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or VA staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor employee(s) conduct. The final arbiter on questions of acceptability is the CO.

F. Environmental controls: The Contractor shall maintain a temperature-controlled environment between 68 to 75 degrees Fahrenheit and a relative humidity level between 65 to 72 percent in the vehicle.

a. Lab specimens shall be maintained at 2 to 8 degrees Celsius with the use of adequate refrigerant packs (to be supplied by the contractor) for all deliveries of laboratory specimens or supplies.

b. Items must be kept out of contact with environmental hazards such as dust, snow, and rain.

c. The Contractor personnel drivers shall not leave vehicles in extreme heat or cold while specimens, sterile supplies, and pharmaceuticals are being transported. The Contractor shall be responsible for failures by the Contractor to ensure established environmental controls are maintained, which results in damage or deterioration of laboratory specimens, supplies, or pharmaceuticals.

d. Should any items be lost, damaged, or broken, the contractor shall be required to submit a written report to the Contracting Officer (CO) and Contracting Officer Representative (COR) within twenty-four (24) hours explaining the circumstances. Failure to provide the report with the specific time frame will cause further review by the Government to determine if the infraction warrants suspension/termination of the contract.

G. Inclement Weather, Emergencies, & Uninterrupted service:

a. Contractor shall contact the COR or designee immediately via phone and email if conditions exist (i.e. emergent road closures) which may affect their ability to perform contract requirements.

b. The contractor shall submit a contingency plan for inclement weather and emergencies with the proposal. The contingency plan shall provide VA laboratory staff, COR, or designee with notifications for problems that may be experienced in the transport timeframe (i.e., breakdown, accident, inclement weather, etc.) to reschedule laboratory services.

c. The Contractor shall develop a contingency plan to ensure uninterrupted daily scheduled courier services for VA with the proposal. This plan shall be reviewed by the COR and/or designee and the contractor annually.

d. If there is a delay of 30 minutes before arrival of the timeframe established, the COR or designee must be notified immediately.

e. Contractor must arrange for alternate transportation for delivery of specimens, pharmaceuticals, and supplies, in the event the driver is unable to complete deliveries.

H. Quality Control:

a. The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications.

b. The Contractor shall develop and implement procedures to track, identify, prevent, remedy, and ensure non-recurrence of defective services.

c. The Contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution.

d. The Contractor shall immediately notify the COR upon receipt of a customer complaint in order that joint validation may be accomplished.

e. The Contractor is responsible for quality control and specification compliance.

I. Parking, Smoking, and VA Regulations:

a. All VA property is considered Federal Property and All Federal laws are applicable.

b. All contractor personnel are required to adhere to all VA rules and regulations.

c. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Parking information is available from the VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

d. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citations answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

e. Smoking is prohibited on the entire campus, both inside and outside the

VA Facility. Smoking is not allowed within vehicles or when carrying and transporting delivery items.

f. All VA facilities are drug-free. Possession of drugs, including

Marijuana and all Marijuana bi-products is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in citations answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

g. Bloodborne Pathogens: The Contractor and the Contractor personnel shall comply with the effective VA Medical Center Policy and Occupational Health requirements in accordance with OSHA Blood Borne Pathogens (BBP) Law and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause governing healthcare workers infected with a blood-borne pathogen. If the Contractor obtains information that a person providing services under this contract may be infected with a blood-borne pathogen, the Contractor shall immediately advise the COR/designee.

h. HIPPA Compliance: The Contractor must adhere to the provisions of Public Law 104-191, the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). In addition, all VA security policies and applicable confidentiality statutes such as 38 U.S.C. §5701 (VA Claims Confidentiality), 38 U.S.C. §5705 (Confidentiality of Healthcare Quality Assurance Review Records), 38 U.S.C. §7332 (Confidentiality of certain medical records), as well as 45 C.F.R. Parts 160, 162, and 164 (Health Insurance Portability and Accountability Act) shall be followed.

i. Security & Privacy: The Authorization & Accreditation (A&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, therefore, a Security Accreditation Package is not required. No A&A or MOU/ISA is required. Sensitive information exposure as part of this contract involves applicable security controls within the facility as part of the VA Information Security.

If there are any questions related to privacy, please have a member of your staff contact the VA Privacy Service at (202) 461-6309. If there are any questions related to information security, please have a member of your staff contact the Office of Cyber Security at (304) 262-7733.

j. The Contractor shall ensure compliance by its employees with the security regulations of the Veteran’s Affairs Administration where work is performed under this contract. Contracted employees shall self-register at https://www.tms.va.gov/SecureAuth35/. Once registered, enroll in class VA10176 VA Privacy and Information Security Awareness and Rules of Behavior. Contractors shall provide signed certifications of completion to the Contracting Officer’s Representative (COR) prior to starting work on the contract.

k. Photography or Video on medical center premises is strictly prohibited. Additionally, pursuant to 38 CFR 1.218(b) (23) Use of recording devices of any kind to record patients or employees is strictly prohibited.

J. Physical Security: The Contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured.

APPENDIX C — VA INFORMATION AND INFORMATION SYSTEM SECURITY AND

PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same federal laws, regulations, standards, VA directives, and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE.

Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

https://www.tms.va.gov/SecureAuth35/

3. TRAINING.

a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter.

(2) Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

(3) Successfully complete any additional cyber security or privacy training, as required for VA personnel with an equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any role-based information security training].

b. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within 5 days of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the required training is complete.

d. The contractor shall ensure couriers receive annual biosafety training and triennial specimen transport training as required by OSHA. Training records will be made available by the contractor upon request for regulatory inspection purposes.

5. SECURITY INCIDENT INVESTIGATION.

a. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security/privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO with the incident number received from the ESD.

b. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct that results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as outlined in clause 852.211-76, Liquidated Damages—Reimbursement for Data Breach Costs.

NARA RECORDS MANAGEMENT LANGUAGE CLAUSE:

NARA RM Language Clause to be included in contracts, as necessary:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

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. The 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. The 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. The 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. The 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.] 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. The contractor is required to obtain the Contracting Officer's approval before 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.

ATTACHMENT A – DAILY LOG

DEPARTMENT OF VETERANS AFFAIRS

VA Augusta Health

Care System

One Freedom Way/950

15th Street Augusta, GA 30904/30901

VA Augusta Health Care System Record of Pick-Up and Delivery

DATE:___________________ AOD (CHECK-IN):___________________ AOD (CHECK-OUT)____________________

Pick-Up Times Courier

Initials Pharmacy

Pick-Up

Initials

Pharmacy Drop-Off

Initials

Lab Pick-Up

Initials

Lab Drop-Off

Initials

Augusta

Women’s Health

Pick-up Initials

Augusta

Women’s Health

Drop-off Initials

NORMAL HRS M-F

8:00am

9:00am

10:00am

11:00am

12:00am

1:00pm

2:00pm

3:00pm

4:00pm

5:00pm

6:00pm

ATTACHMENT A – DAILY LOG

DEPARTMENT OF VETERANS AFFAIRS

VA Augusta Health

Care System

One Freedom Way/950

15th Street Augusta, GA 30904/30901

CONTRACTOR SIGNATURE:

FORM:

24 JAN

AFTER HRS M-F

7:00pm

9:00pm

12:00am

SATURDAY

12:00pm

ADDITIONAL PICK-UP

______:________ AM/PM

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

2,500.00 EA __________________ __________________

Routine service: Normal/Regular Business hours Monday-Friday: (8a.m.-6p.m.)

Quantity listed is number of scheduled pick-ups)

Pick-ups occur every hour on the hour.

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items from Uptown Pharmacy, Uptown Lab, Downtown Pharmacy, Women's Health Clinic and deliver to:

Downtown lab

Contract Period: Base POP Begin: 04-16-2025 POP End: 04-15-2026

750.00 EA __________________ __________________

Scheduled After Hours

(Pickups after 6pm Monday-Fridays: Total of three (3) scheduled pick-ups at 7p.m., 9p.m., 12 midnight (*Quantity listed is in number of scheduled pick-ups)

Pick-up and deliver patient specimens, pharmacy medications and miscellaneous items from Uptown Pharmacy, Uptown Lab, Downtown Pharmacy, and deliver to:

Downtown lab and Downtown Pharmacy

Contract Period: Base

208.00 EA __________________ __________________

Scheduled Weekends(Saturday & Sunday)

Total of two (2) scheduled pick-ups at12 noon and 9p.m.

(*Quantity listed is in number of scheduled pick-ups)

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items from Uptown Pharmacy, Downtown Pharmacy, and deliver to:

Downtown lab and Downtown Pharmacy

Contract Period: Base

22.00 EA __________________ __________________

Holidays (10 per year) - Total of two (2) scheduled pick-ups at 12 noon and 9p.m.

(*Quantity listed is in number of scheduled pick-ups)

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items from Uptown Pharmacy, Downtown Pharmacy, and deliver to:

Downtown lab and Downtown Pharmacy

Contract Period: Base

24.00 EA __________________ __________________

Additional pick-ups or as needed

(pick-ups outside of scheduled pick-up times) to include M-F normal business hours, M-F After hours, Holiday hours, and Weekend hours.

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items from Uptown Pharmacy, Uptown Lab, Downtown Pharmacy, Women's Health Clinic and deliver to:

Downtown lab

Contract Period: Base

Business hours Monday-Friday: (8a.m.-6p.m.)

Quantity listed is number of scheduled pick-ups)

Pick-ups occur every hour on the hour.

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items from Uptown Pharmacy, Uptown Lab, Downtown Pharmacy, Women's Health Clinic and deliver to:

Downtown lab

Contract Period: Option 1 POP Begin: 04-16-2026 POP End: 04-15-2027

(Pickups after 6pm Monday-Fridays: Total of three (3) scheduled pick-ups at 7p.m., 9p.m., 12 midnight (*Quantity listed is in number of scheduled pick-ups)

Pick-up and deliver patient specimens, pharmacy medications and miscellaneous items from Uptown

Pharmacy, Uptown Lab, Downtown Pharmacy, and deliver to:

Downtown lab and Downtown Pharmacy

Contract Period: Option 1

Total of two (2) scheduled pick-ups at12 noon and 9p.m.

(*Quantity listed is in number of scheduled pick-ups)

Pick-up and deliver patient specimens, pharmacy medications, and miscellaneous items…