36C24726Q0024 CAVHCS Courier Service Montgomery AL updated.docx

36C24726Q0024

PAGE 1 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

619-26-1-9217-0004

08-25-2025 Earnest Ellison

09-04-2025

10:00AM

CDT

36C247 Department of Veterans Affairs Central Alabama Veterans Health Care

215 Perry Hill Road Montgomery AL 36109-3798

X

492110 1500 Employees

N/A

36C247 See statement of work

Department of Veterans Affairs Central Alabama Health Care System East Campus 2400 Hospital Road Tuskegee AL 36083-5001

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page Courier Service CAVHCS, Montgomery Al

Period of Performance:

Base: 10/01/2025 - 09/30/2026 Option year 1: 10/01/2026 - 09/30/2027 Option year 2: 10/01/2027 - 09/30/2028 Option year 3: 10/01/2028 - 09/30/2029 Option year 4: 10/01/2029 - 09/30/2030

Please send all Request for information to Earnest Ellison @ Earnest.Ellison@va.gov

See CONTINUATION Page 619-3660160-9217-828100-2220 010028143

Earnest Ellison Contracting Officer

Table of Contents

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

Central Alabama Veterans Health Care

215 Perry Hill Road Montgomery AL 36109-3798

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

3. INVOICES: Invoices shall be submitted in arrears:

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:

Page 1 of Page 1 of

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: Courier Services for transportation of reusable medical device (RMD):

a) Background: Sterile Processing Services (SPS) functions as a comprehensive sterile processing unit responsible for reprocessing activities at the Montgomery (West Campus) facility. All reusable medical devices (RMD) designated for reprocessing must be transported to SPS in a timely manner to maintain their integrity. Given the current workload and the VA patient demographic, it is imperative that all RMD are delivered to the West Campus SPS on a Monday through Friday schedule, with two collections per day for both the Montgomery VAMC (MVAC) and Tuskegee VAMC. The additional locations—Birmingham, AL; Atlanta, GA; Tuscaloosa, AL; and Columbus, GA—are incorporated to facilitate the deployment of the VISN 7 Sterile Processing Service (SPS) department as a contingency resource in the event of operational disruptions within the Montgomery, AL SPS. Miscellaneous trips are necessary if Reusable Medical Devices (RMDs) are compromised by temperature, humidity, or other environmental factors.

b) Contract Line-Item Number (CLIN) 1 shall be operational and executed on a daily basis. Contract Line Items CLIN 2 through 6 shall be implemented and executed exclusively on a unit-based, line-item level, with each CLIN functioning as an independent execution entity when needed.

2. Scope of Work: Contractor will provide courier service for RMD pickup and delivery for Sterile Processing Services, Central Alabama Veterans Health Care System (CAVHCS):

CLINS:1

(CAVHCS Daily Operation, see Sample Schedule)

Clean-From 215 Perry Hill Road, Montgomery, Alabama 36109 (West Campus) Sterile Processing Services (SPS), to 8105 Veterans Way, Montgomery, Alabama 36117 (MVAC) to 2400 Hospital Road, Tuskegee, Alabama 36083 (East Campus). Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109.

CLINS: 2

(Miscellaneous Trips in CAVHCS Area) Miscellaneous trips from any VA facility within CAVHCS area to any VA Facility within CAVHCS area list:

· 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117

· 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109

· 215 Perry Hill Road, Montgomery, Alabama 36109 to 2400 Hospital Road, Tuskegee, Alabama 36083

· 2400 Hospital Road, Tuskegee, Alabama 36083 to 215 Perry Hill Road, Montgomery, Alabama 36109

(Miscellaneous Trips Outside of CAVHCS Area)

CLINS: 3

(Birmingham, AL)

Clean-From 700 19th ST S, Birmingham, AL 35233 Sterile Processing Services (SPS) to 215 Perry Hill Road, Montgomery, Alabama 36109 (West Campus) Sterile Processing Services (SPS), to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109 to 700 19th ST S, Birmingham, AL

CLINS: 4

(Atlanta, GA)

Clean-From 1670 Clairmont Rd, Decatur Ga 30033 Sterile Processing Services (SPS) to 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109. Soiled-From 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083 to 1670 Clairmont Rd, Decatur Ga 30033

CLINS: 5

(Tuscaloosa, AL) Clean-From 3701 Loop Rd, Tuscaloosa, AL 35404 Sterile Processing Services (SPS) to 215 Perry Hill Road, Montgomery, Alabama 36109) to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109 to 3701 Loop Rd, Tuscaloosa, AL 35404

CLINS: 6

(Columbus, GA – CAVHCS Catchment Area) Clean-From 6910 River Rd Columbus, GA 31904 (SPS) to 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 VA Clinic to 215 Perry Hill Road, Montgomery, Alabama 36109. Dirty-From 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083 to 6910 River Rd Columbus, GA 31904

3. CAVHCS Room Breakdown:

Pickup sterilized RMD at Perry Hill Road location

· (Prep Room 2D-108) Deliver sterilized RMD to MVAC Chantilly, 8105 Veterans Way, Montgomery, Alabama 36117

· (Dental Room 2F-129)

· (Podiatry Room 2C -113)

Deliver sterilized RMD to Tuskegee VA Hospital, 2400 Hospital Road, Tuskegee, Alabama 36083

· (Dental Room 3A-D410)

· (Podiatry & GYN Room 3A-458)

Pickup of Soiled RMD from Tuskegee VA Hospital

· (Dental Room 3A-D416) (Podiatry Room 3A-456) (GYN Room 3-113)

Pickup of Soiled RMD from MVAC Chantilly

· (Dental Room 2F130) (Podiatry 2B150)

Deliver Soiled RMD to Perry Hill Road

· (Decon Room 2D-105)

(Columbus, GA – CAVHCS Catchment Area) Deliver sterilized RMD at 6910 River Rd. Columbus, Georgia 31904 location

· (Prep Room J106)

· (Dental Room K111)

· (Podiatry/ Women Health D141) Pickup of Soiled RMD to 6910 River Rd. Columbus, Georgia 31904 location

· (Dental Room K111)

· (Podiatry/Women Health Room D139)

· Deliver Soil (J109)

4. PERFORMANCE PERIOD:

Pickup sterilized RMD at Perry Hill Road location

· (Prep Room 2D-108) Deliver sterilized RMD to MVAC Chantilly, 8105 Veterans Way, Montgomery, Alabama 36117

· (Dental Room 2F-129)

· (Podiatry Room 2C -113)

Deliver sterilized RMD to Tuskegee VA Hospital, 2400 Hospital Road, Tuskegee, Alabama 36083

· (Dental Room 3A-D410)

· (Podiatry & GYN Room 3A-458)

Pickup of Soiled RMD from Tuskegee VA Hospital

· (Dental Room 3A-D416) (Podiatry Room 3A-456) (GYN Room 3-113)

Pickup of Soiled RMD from MVAC Chantilly

· (Dental Room 2F130) (Podiatry 2B150)

Deliver Soiled RMD to Perry Hill Road

· (Decon Room 2D-105)

(Columbus, GA – CAVHCS Catchment Area) Deliver sterilized RMD at 6910 River Rd. Columbus, Georgia 31904 location

· (Prep Room J106)

· (Dental Room K111)

· (Podiatry/ Women Health D141) Pickup of Soiled RMD to 6910 River Rd. Columbus, Georgia 31904 location

· (Dental Room K111)

· (Podiatry/Women Health Room D139)

· Deliver Soil ( J109)

Sample Schedule: Montgomery CLINS:1

Delivery 1

(1st Stop)

MVAC

(2nd Stop) Tuskegee (3rd Stop)

Morning Run (Dirty) Perry Hill Rd (2nd Stop)

MVAC

(1st Stop)

Tuskegee

Delivery 2

Evening Run (Clean) Perry Hill Rd (1st Stop)

MVAC

(2nd Stop) Tuskegee (3rd Stop)

Evening Run (Dirty) Perry Hill Rd (2nd Stop)

MVAC

(1st Stop)

Tuskegee

20 trips per week

5. Performance Period: 10/1/2025-10/31/2026. Both parties agree to review and/or renegotiate this date.

6. Type of Contract: The contract will be a firm-fixed-price contract provides for a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

7. Payment terms are NET 30 Days after the receipt of a bill of collection.

B. SPECIFIC REQUIREMENTS

Contractor agrees to provide RMD pickup and delivery (courier) services as follows:

I. CAVHCS Daily Operation-CLINS 1

1. The Contractor shall perform pick-up and delivery services twice daily, on each weekday (Monday through Friday), excluding federal holidays.

2. CAVHCS reserves the right to amend scheduled pickup hours and to adjust the pickup frequency—whether increasing or decreasing—as deemed necessary. A formal notification will be sent to the vendor.

II. CAVHCS Catchment and Miscellaneous Trips- CLINS 2 and 6

1. CLINS 2. Additional trips to the miscellaneous location specified on line 2 are required if the calculation or compliance with Reusable Medical Device (RMDs) is adversely affected by environmental conditions such as temperature, humidity, or other ambient factors at that particular site. Miscellaneous Trips within the CAVHCS area, including emergency trips (extra trips during week, weekends, holidays, overnight); Times and frequency may vary.

2. CLINS 6 necessitates alternate vehicle deployment contingent upon activation of Line 1. The inclusion of additional sites—Columbus, GA—is intended to support the integration of the Sterile Processing Service (SPS) department as a contingency resource, enabling operational continuity during disruptions within the Montgomery, AL SPS by facilitating transportation between Montgomery, AL and Columbus, GA (Eastern Time Zone), as well as between Columbus, GA and Montgomery, AL.

3. CAVHCS reserves the right to amend scheduled pickup hours and to adjust the pickup frequency—whether increasing or decreasing—as deemed necessary. A formal notification will be sent to the vendor.

III. Miscellaneous Trips Outside of CAVHCS Area- CLINS 3, 4 and 5

1. CLINS 3, 4, 5 will be deactivated concurrently with Line 1, thereby establishing mutually exclusive operational windows. The Montgomery, AL SPS module must perform two sequential transit cycles: one outbound trip transporting materials to the specified destination under sterile conditions, and one return trip conveying contaminated (dirty) materials back to Montgomery. CLINs 3, 4, and 5 specify detailed operational procedures and locations for each respective task. This scheduling is particularly critical when environmental variables—such as temperature and humidity fluctuations—pose risks to material integrity or when facility-specific anomalies occur.

2. The Contractor shall provide pick-up and delivery services two times per day, each day, Monday through Friday with the exception of federal holidays.

3. Monday thru Friday pickups/drop offs-2 times per day (Pick up (Clean)-10am and drop-off (Soiled) 1:30pm)

C. DEFINITIONS AND ACRONYMS

CBOC: Community Based Outpatient Clinic Contracting Officer (CO) – The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) – A person appointed by the CO to take necessary action to ensure the Vendor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

CPARS: Contractor Performance Assessment Reporting System, which is the official Government reporting system for Vendor past performance on awards.

DOT: U.S. Department of Transportation HIPAA: Health Insurance Portability and Accountability Act OSHA: U.S. Occupational Health and Safety Administration POP: Period of Performance VA: VA Health Care System SOW: Statement of Work SPS: Sterile Processing Services RMD: Reusable Medical Devices MVAC: Montgomery VA Clinic

D. GENERAL REQUIREMENTS/Description of Services

1. The contractor shall provide all supervision, labor, parts, materials, tools, supplies, vehicle, maintenance, and equipment necessary to provide Courier Services as defined in this SOW. All work is to be performed in accordance with applicable federal, state, and local regulations or ordinances, including any specified regulations for information security (HIPAA), RMD, dangerous goods or bio-hazardous materials. Performance shall be according to the SOW and supporting documents and shall also conform with:

a. Protected Health Information (PHI)

b. Health Insurance Portability and Accountability Act (HIPPA)

Contractor shall transport RMD in such a manner as to ensure the integrity of the RMD. All containers will be labeled with a biohazard label. Contractor Subcontractor shall be responsible for complying with all regulations that define appropriate transportation of RMD and shall supply, in writing, proof that all drivers have been adequately trained on an annual basis. The contractor's personnel, including couriers responsible for transporting RMD, must undergo comprehensive training in "Universal Precautions"

2. related to the handling of biohazardous materials. This training shall encompass the application of clinical protocols for managing biohazard spills and incidents, in accordance with OSHA regulations and standards.

3. Contractor exclusively delivers VA instruments during the pick-up and delivery of instruments until completion. The transport vehicle will make no non-VA stops during the process of the pick-up and delivery.

4. Soiled instruments will always be transported separately from sterile instruments and cannot be placed in the same vehicle at the same time. The Contractor will be responsible for maintaining the sealed container (where the instruments are contained) in the same manner in which it is received.

5. Department of Transportation (DOT) regulations regarding transportation of Biohazardous materials which the contractor must follow:

a. Dedicated vehicle allowing for complete segregation between clean, sterile and contaminated items

b. No clothes seats

c. Enclosed, secure, leak proof, containment devices and/or carts

d. Temperature and humidity-controlled vehicle

e. When transporting sterile instruments, the temperature must stay below 72⁰ F and the humidity must be below 60%. It is the contractor's responsibility to provide temperature gage. Driver should maintain a log of the temperature/humidity and with continuous automatic data logger that catches real time data during all trips:

a. See Example: https://dataloggerinc.com/wp-content/uploads/2024/09/TStreamLCDMU-Datasheet_CAS.pdf

f. The driver should maintain a log of the temperature/humidity and with continuous automatic data logger that catches real time data during all trips.

g. If the temperature or humidity is above the allowable levels, please contact COR immediately.

h. Temperature logs must be submitted to the COR at the end of each week via email

i. Locking device on vessels (container) to prevent movement in transit

j. Proper labeling of vehicles

k. Use of appropriate Personal Protective Equipment (PPE) as needed (face-shield, mask, disposable gown, etc.)

l. SOP will be provided for training of personnel on proper handling of sterile and contaminated goods

m. Contractor needs to incorporate Biohazard spill kit in their QCP. Must be available daily.

n. Thorough cleaning and decontamination of vehicle after clean and dirty trips.

The Contractor shall provide the COR with a list of contractor employees expected to enter all facilities. While on VA premises, all contractor personnel shall comply with the

6. rules, regulations, and procedures governing the conduct of personnel and the operation of the facility.

E. Contractor Drivers/Personnel Upon submission of proposal, the Contractor shall provide the following:

1. Contractor shall have 5 years or more experience in Courier Services.

2. The contractor must be registered in the SAM.GOV database, must be registered in SBA Veteran Small Business Certification (VetCert), and must meet small business sizes standards for NAICS 492100.

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

4. Contractor shall check in and out with SPS personnel, (or other designated CAVHCS personnel) before proceeding to the first pick-up point. The contractor shall pick up from and deliver to each identified location as outlined in section A (1).

5. Number of vehicles, including year, make, model, and license plates

6. Contractor vehicles and storage areas used in the performance of this contract must be licensed and meet the minimum requirements as mandated by the States of AL and GA.

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

8. Bins may weigh up to 100 pounds.

9. The contractor will sign logs indicating the pick-up and delivery of instruments at all sites for each trip in which they pick up and deliver instruments or use an electronic time clock/PDA. If the system cannot be utilized, signing logs will be in effect. The accurate time must be used, with no signing before or after the pick-up.

10. Censis PDA training will be provided. Each driver will have a barcode label with driver's information.

a. Clean Drop Off Steps:

a) Scan drivers barcode - Login

b) Scan location

c) Scan containers

d) Send

e) Log Off

b. Dirty Pick-Up Steps:

a) Scan drivers barcode - Login

b) Scan location

c) Scan containers

d) Send

e) Log off

11. The Contractor will contact the COR during normal business hours via telephone if there are problems with pick-up or delivery. Contractor must provide two hours’ notice if there is any disruption in service.

12. The contractor must have 2 vehicles available. Lines 1 and 6 could be active at the same time.

13. Contractor must have a back-up vehicle in the event the primary vehicle cannot make the pick-up and delivery.

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

15. 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 container.

16. The Contractor shall provide comprehensive automobile liability insurance required by the States of AL and GA. Upon request, the Contractor shall provide certified proof of automobile liability insurance for all vehicles used by the Contractor in the performance of this contract.

17. 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.

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

19. Contractor must be able to disinfect the interior of vehicle (e.g., vinyl, leather). Cloth anterior cannot be disinfected.

20. Contractor must not transport instruments in the trunk of a car or open bed because of inability to control temperature and humidity levels.

21. Contractor should only use vehicles that have been approved by the COR.

22. All vehicles must be in good working condition with all doors and trunks able to fully close and lock. Unattended vehicles with VA contents shall be locked at all times.

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

a. Bicycles

b. Motorcycles

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

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

e. Personal Vehicle

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

25. Contractor personnel, while performing the services of this contract, shall conduct themselves in a professional business-like manner.

26. 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.

27. Smoking is not permitted on VA Health Care System or CBOC facilities. Smoking is not allowed within vehicles or when carrying and transporting delivery items.

28. 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.

29. The Contractor shall supply his/her employees with uniforms that shall be worn at all times while performing the services of the contract and while Contractor employees are on government property and in government buildings. These uniforms shall contain the Contractor’s company name on the shirt. Consistency is necessary for identification purposes when the Contractor or Contractor’s personnel are on site at any VA Health Care System or CBOC facilities.

30. The Contractor’s drivers shall maintain a record log of courier pick-ups and deliveries, indicating times and dates of pick-ups and deliveries, number of containers/totes and/or loose items.

31. The Contractor’s drivers are required to notify the assigned COR during normal business hours of any unusual events that impede him/her in making delivery as required by the contract. Contractor should provide an update 2 hours before first trip.

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

33. The Contractor shall provide and maintain training for its employees in appropriate safety and packaging procedures suitable to RMD transported. This should include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedures in case of accident or spills, etc. Upon request by the COR, the Contractor shall provide documentation certifying that training has been provided to 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.

34. Upon award and clearance of Vendor personnel for background checks, the following Training Management System (TMS) course shall be completed by all Vendor personnel: TMS 20929 (No Access). A form will be provided by CO to all cleared Vendor personnel to review, sign, and acknowledge. Upon completion, a copy of this will need to be provided by Vendor to the CO and COR 14 days from the award date.

35. Vendor shall sign the document provided of VA competency that is covered in SOW has have the right make changes to ensure guidelines are followed by VHA Directive 1116 (2)

36. An access badge will be given to the contractor’s employee upon passing a local background check. The Contractor employee must safeguard the access badge and immediately report any lost, stolen, or destroyed badges to the COR. All contract personnel must properly display their access badges. Access badges must be worn at or above the waist (facing forward.). The Contractor’s employees must return the access badge(s) to the COR or designee at the end of each pick-up process. Contractor will be responsible for all costs associated with background checks.

37. The Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure all proposed Contractor employee(s) are not listed. By signing the contract, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that proposed Contractor employee(s) are not listed as of the date the contract was signed.

38. 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.

39. 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.

40. 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.

41. 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 66 to 72 degrees Fahrenheit and a relative humidity level between 30 to 60 percent in the vehicle. Items must be kept out of contact with environmental hazards such as dust, snow, and rain.

1. 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 Reusable medical devices.

2. Should any items be lost, damaged, or broken, the contractor shall be required to submit a written report to the Contracting Officer 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.

3. Contractor shall show evidence that the environmental controls are met consistently.

G. Quality Control:

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

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

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

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

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

H. Inclement Weather, Emergencies, & Uninterrupted service:

1. 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 fulfil contract requirements.

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

3. 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.

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

5. Contractor must arrange alternate transportation for delivery of reusable medical devices; in the event the driver is unable to complete deliveries.

I. Record of Pick-up and Delivery:

The Contractor shall maintain a log of daily courier pick-up and deliveries indicating date, time, initials, and signature. 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-up and/ or additional pick-up as defined in the SOW.

J. Parking and VA Regulations:

1. Contractor shall only park in the appropriate designated parking areas. Possession of weapons is prohibited.

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

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

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

5. 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.

6. Enclosed containers, including tool kits, shall be subject to search.

K. Security:

1. The Contractor shall ensure compliance by its employees with the security regulations of the Veteran’s 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 this contract.

2. 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.

L. Physical Security:

1. 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.

M. FEDERAL HOLIDAYS

Daily Courier services between the CAVHCS Healthcare System and CBOCs shall be provided Monday through Friday, and Saturday except for federal holidays or any day specifically declared by the President of the United States to be a federal holiday. The 10 holidays observed by the Federal Government are:

Any other day specifically declared by the President of the United States to be a national holiday or Base closing declared by Base Command such as training days.

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.

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 with 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

4. 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. 36C24725P0669

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.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

CAVHCS Area, Clean-From 215 Perry Hill Road, Montgomery, Alabama 36109, West Campus Sterile Processing Services (SPS), to 8105 Veterans Way, Montgomery, Alabama 36117 (MVAC) to 2400 Hospital Road, Tuskegee, Alabama 36083, East Campus. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109.

Contract Period: Base POP Begin: 10-01-2025 POP End: 09-30-2026

Miscellaneous Trips in CAVHCS Area, Miscellaneous trips from any VA facility within CAVHCS area to any VA Facility within CAVHCS area list: 215 Perry Hill Road, Montgomery, Alabama 36109 8105 Veterans Way, Montgomery, Alabama 36117 2400 Hospital Road, Tuskegee, Alabama 36083

Miscellaneous Trips Outside of CAVHCS Area, Birmingham, AL, Clean-From 700 19th ST S, Birmingham, AL 35233 Sterile Processing Services (SPS) to 215 Perry Hill Road, Montgomery, Alabama 36109 (West Campus) Sterile Processing Services (SPS), to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109 to 700 19th ST S, Birmingham, AL

Miscellaneous Trips Outside of CAVHCS Area, Atlanta, GA, Clean-From 1670 Clairmont Rd, Decatur Ga 30033 Sterile Processing Services (SPS) to 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109. Soiled-From 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083 to 1670 Clairmont Rd, Decatur Ga 30033

Miscellaneous Trips Outside of CAVHCS Area, Tuscaloosa, AL, Clean-From 3701 Loop Rd, Tuscaloosa, AL 35404 Sterile Processing Services (SPS) to 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109 to 3701 Loop Rd, Tuscaloosa, AL 35404

Miscellaneous Trips Outside of CAVHCS Area, Columbus, GA, Clean-From 6910 River Rd Columbus, GA 31904 (SPS) to 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 VA Clinic to 215 Perry Hill Road, Montgomery, Alabama 36109. Dirty-From 215 Perry Hill Road, Montgomery, Alabama 36109 to 8105 Veterans Way, Montgomery, Alabama 36117 to 2400 Hospital Road, Tuskegee, Alabama 36083 to 6910 River Rd Columbus, GA 31904

CAVHCS Area, Clean-From 215 Perry Hill Road, Montgomery, Alabama 36109, West Campus Sterile Processing Services (SPS), to 8105 Veterans Way, Montgomery, Alabama 36117 (MVAC) to 2400 Hospital Road, Tuskegee, Alabama 36083,East Campus. Soiled-From 2400 Hospital Road, Tuskegee, Alabama 36083 to 8105 Veterans Way, Montgomery, Alabama 36117 to 215 Perry Hill Road, Montgomery, Alabama 36109.

Contract Period: Option 1 POP Begin: 10-01-2026 POP End: 09-30-2027

Miscellaneous Trips in CAVHCS Area, Miscellaneous trips from any VA facility within CAVHCS area to any VA Facility within CAVHCS area list: 215 Perry Hill Road, Montgomery, Alabama 36109 8105 Veterans Way, Montgomery, Alabama 36117 2400 Hospital Road, Tuskegee, Alabama 36083

Miscellaneous Trips Outside of CAVHCS Area, Birmingham, AL, Clean-From 700 19th ST S, Birmingham, AL 35233 Sterile Processing Services (SPS) to 215 Perry Hill Road, Montgomery, Alabama…