36C24926Q0264_1 Solicitation.docx

36C24926Q0264

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

36C24926Q0264 07-16-2026 Carmen Hanczyk carmen.hanczyk@va.gov 615-225-5973 08-03-2026 11:00

EDT

90c Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129 X X 492110 1500 Employees N/A X Robley Rex VA Medical Center and Outpatient clinics See Delivery Schedule for details

90C Department of Veterans Affairs Network Contracting Office 9 1639 Medical Center Parkway Suite 204 Murfreesboro TN 37129

90C FSC e-Invoicing Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

Setup 1-877-489-6135 See CONTINUATION Page This solicitation is in accordance with (IAW) Federal Acquisition Regulation (FAR) part 12.201 conducted as a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside IAW FAR part 19.106-2.

Contract type to be awarded is "Firm-fixed Price."

Request for Quote (RFQ) Type: "All-or-none" single award.

Questions due 11am ET three business days before the offer due date.

Award anticipated 10 business days after offer due date.

The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.

See CONTINUATION Page X X Sascha Hertslet 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 36C249 Carmen Hanczyk Department of Veterans Affairs Network Contracting Office 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

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.

See box 18a. |https://www.fsc.va.gov/fsc/einvoice.asp

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

B.2 PERFORMANCE WORK STATEMENT

1. BACKGROUND

The Robley Rex VA Medical Center (RRVAMC) located at 800 Zorn Avenue, Louisville, KY, 40206 currently includes multiple Community-Based Outpatient Clinics (CBOCs) that are geographically dispersed in the States of Kentucky and Indiana to provide Health Care services for our Veteran population. The Contractor shall provide scheduled and on-demand courier services for the pickup, transportation, and delivery of laboratory specimens, medical records, interoffice mail, office supplies, pharmaceuticals, medical supplies, and other Government-owned materials to and from the VA Medical Center, Community-Based Outpatient Clinics (CBOCs), long-term care facilities, Veterans' residences, and other Government-designated locations.

2. SCOPE

The contractor shall furnish all personnel, equipment, and supplies necessary to provide 24 hours/7 days per week medical courier services to Veteran residences, Pharmacy, Laboratory, local hospitals and for all Community Based Outpatient Clinics assigned to the Robley Rex VA Medical Center (RRVAMC).

3. SERVICE CONTRACT REQUIREMENT

Contractor shall provide hourly wages in accordance with U.S. Department of Labor Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards) including Health and Welfare Benefits under the following applicable position: 31043 Driver Courier

4. APPLICABLE DOCUMENTS AND REGULATIONS

The Contractor shall comply with the latest editions of all applicable regulations and standards, including but not limited to:

1. Department of Veterans Affairs (VA) policies and directives

2. Clinical Laboratory Improvement Amendments (CLIA)

3. Health Insurance Portability and Accountability Act (HIPAA)

4. Occupational Safety and Health Administration (OSHA)

5. Centers for Disease Control and Prevention (CDC) guidelines

6. Department of Transportation (DOT) hazardous materials regulations

7. College of American Pathologists (CAP) standards

8. Joint Commission standards

9. Federal Acquisition Regulation (FAR)

10. VA Handbook 6500 (Information Security)

5. DEFINITIONS

1. CBOC: Community Based Outpatient Clinic

2. CDC: Centers for Disease Control and Prevention

3. CDR: Contract Discrepancy Report

4. CO: Contracting Officer – The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related changes, modifications, and determinations and findings.

5. COR: Contracting Officer’s Representative – A person appointed by the CO to take necessary action to ensure the Contractor 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. The COR does not possess authority to modify contract terms or authorize changes affecting price, scope, or schedule.

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

7. DOT: U.S. Department of Transportation

8. HIPAA: Health Insurance Portability and Accountability Act

9. OSHA: U.S. Occupational Health and Safety Administration

10. PHI: Protected Health Information - Information relating to a patient´s condition, the past, present, or future provision of healthcare, or payment thereof.

11. PII: Personally Identifiable Information - information that can directly or indirectly identify a person. Direct identifiers, such as a full name, social security number, or passport number, can identify someone on their own. Indirect identifiers, like birth date, ZIP code, or gender, may not identify a person individually but can do so when combined with other data

12. POP: Period of Performance

13. QASP: Quality Assurance Surveillance Plan

14. Routine Delivery: Recurring deliveries occurring on established schedules.

15. Specimen: Any biological material collected for diagnostic, research, or treatment purposes.

16. VA: Veteran Administration, Department of Veteran Affairs

17. PWS: Performance Work Statement

6. PERFORMANCE REQUIREMENTS

Period of Performance

1. The period of performance shall be one (12) months base ordering period.

2. The Government may exercise up to two (2) 12 month ordering periods, subject to the availability of funding and satisfactory contractor performance.

a. Base Ordering Period: 01 October 2026 – 30 September 2027

b. Ordering Period 1: 01 October 2027 – 30 September 2028

c. Ordering Period 1: 01October 2028 – 30 September 2029

7. GENERAL REQUIREMENTS

1. The contractor shall provide scheduled and on-demand delivery. The contractor shall be available to perform all services as needed, 24 hours a day, 7 days a week, including weekends and all federal holidays. Federal Holidays are provided in Appendix D – U.S. Federal Holidays. There will be varying delivery requests, so the contractor must be available 24/7, 365 days all year round.

2. The contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract.

3. The contractor shall be guaranteed a dedicated daily schedule, referenced in Appendix A – COURIER DEDICATED DAILY SCHEDULE. The dedicated schedule requires two (2) daily delivery runs originating from Robley Rex Veterans Medical Center (RRVAMC) to designated Community-Based Outpatient Clinics (CBOCs): Scottsburg, Stonybrook, Greenwood, Newburg, and Elizabethtown locations.

4. The contractor shall ensure deliveries are completed at the times specified in Appendix A – COURIER DEDICATED DAILY SCHEDULE.

Following completion of scheduled deliveries, the contractor shall return items, specimens, records, pharmaceuticals, mail, supplies, and other authorized materials to RRVAMC whenever return deliveries are required. The contractor shall maintain sufficient staffing, vehicles, and operational capability to perform all scheduled routes and associated return trips in accordance with the requirements of this contract. Appendix A is incorporated by reference and constitutes the minimum dedicated daily service requirement under this contract.

5. Contractor shall be subject to complete supplement and/or provide backup support to VA APPENDIX B – VETERANS AFFAIRS MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE, if VA full-time Motor Vehicle employees are unable to fulfill deliveries. This will be based solely on staff shortages, increased workload, scheduled leave or inclement weather and/or other operational needs.

6. Contractor shall also provide on-call staff for after hours and weekends. See PLACE OF PERFORMANCE section for a listing of locations, however, delivery and pickup locations can vary beyond this listing.

7. Drop off and Pickup locations within the Robley Rex VAMC (RRVAMC) include, but are not limited to:

a. Laboratory, Room C-306 3rd Floor, Building 1;

b. Mailroom, Room A017 Basement Building 1;

c. Medical Records, 2nd Floor Building 1;

d. Warehouse Room A023 Basement Building 1;

e. Pharmacy Svc, Room A033 Basement Building 1.

f. Radiology, Room A203, 2nd floor Building 1.

g. After hours pick-up (after 1630) and delivery

h. Administrative Officer of the Day (AOD) office, Building 1

8. The contractor shall deliver medical records and inter-office mail as required. Office supplies, linen, laboratory specimens, pharmaceuticals and medical supplies shall be delivered on an as-needed basis. Weight capacity shall not exceed 75 lbs per package.

9. Pharmaceutical delivery destinations are varied and can change frequently due to the nature of the service, i.e. surgical preparatory antibiotics, thus do not follow a standard schedule.

10. Laboratory specimens may require additional destinations depending on the nature of the sample. Please reference APPENDIX C – PATIENT CATCHMENT ZONE MAP for potential counties of delivery.

11. Robley Rex VAMC reserves the right to adjust the pickup hours and locations as needed. The COR will notify the contractor if there is a change in the scheduled daily pickup or delivery date(s) and or time(s).

8. SERVICE LOCATIONS

1. Robley Rex VA Medical Center, 800 Zorn Ave, Louisville KY 40206 to be replaced by NEW Robley Rex VA Medical Center, 4906 Brownsboro Road, Louisville, KY 40222 (date to be determined)

2. Linn Station Administration Building, 10180 Linn Station Road, Louisville, KY 40223

3. Carrollton CBOC, 1911 US Highway 227, Carrollton, KY. 41008 (REPLACED IN 2028 BY LaGrange CBOC)

4. Ft. Knox CBOC, 282 Brule St. Building #875, Ft. Knox, KY. 40121

5. Grayson County CBOC & Grayson Physical/Occupational Therapy Clinic, 619 West Main St., Clarkson, KY. 42726

6. New Albany CBOC, 4347 Security Dr., New Albany, IN. 47150

7. Newburg CBOC, 3430 Newburg Rd, Louisville, KY. 40218

8. Scottsburg CBOC, 1467 Scott Valley Dr., Scottsburg, IN. 47170

9. Stonybrook CBOC, 9208 Taylorsville Rd., Louisville, KY 40299

10. Greenwood CBOC, 7410 Dixie Hwy, Louisville, KY. 40258

11. Elizabethtown CBOC, (future location is at Pear Orchard and Ring Road), Elizabethtown, KY (date to be determined)

12. Lexington Veterans Affairs Medical Center – Troy Bowling Campus, Laboratory, 1101 Veterans Way, Lexington, KY 40502

13. Lexington Veterans Affairs Medical Center – Sousley Campus, 2250 Leestown Road, Lexington, KY 40511

14. Local Hospitals to include but not limited to:

a. Jewish Hospital

b. UofL Health – Heart Hospital

c. Baptist Health Louisville

d. Norton Women’s and Children’s Hospital

e. Kindred Hospital Louisville

15. Deliveries from Robley Rex VA Medical Center to Veterans’ residences within region referenced in Appendix C - Patient Catchment Zone Map

9. HOURS OF OPERATION

1. Routine Operations: The Contractor shall provide services Monday through Friday per Appendix A (Courier Dedicated Daily Schedule). Hours worked within the standard workweek shall be compensated at the Contractor's straight-time rate.

2. The Contractor shall provide services Monday through Friday as needed, (Appendix B (Veterans Affairs Motor Vehicle Operators Delivery Schedule). Hours worked within the standard workweek shall be compensated at the Contractor's straight-time rate.

3. Overtime and Premium Pay Requirements: The Contractor shall comply with all applicable federal, state, and local wage laws governing overtime, time-and-a-half, and double-time pay. Where performance occurs in a state that mandates premium pay for weekend, holiday, or extended daily hours, the Contractor is responsible for ensuring full compliance with those requirements.

4. Weekend Operations: When the Government requires services on Saturday or Sunday, the Contractor shall perform such work as requested. Compensation for weekend work shall reflect any applicable state-mandated premium pay rates. The Contractor shall disclose its weekend labor rates in the pricing schedule and shall not invoice at straight-time rates where state law requires a higher rate of pay.

5. Holiday Operations: The Contractor shall observe all federally designated holidays unless otherwise directed by the Contracting Officer's Representative (COR). If the Government requires performance on a federal holiday, the Contractor shall be compensated at the applicable premium rate as required by state law or, where no state mandate exists, at the rate agreed upon in the contract.

6. After-Hours On-Call: The Contractor shall maintain an on-call capability outside of normal business hours as specified in the Delivery Schedule. On-call labor rates, including any applicable overtime or double-time obligations triggered by total hours worked in a day or week, shall be pre-established in the contract pricing schedule and invoiced accordingly.

7. Contractor Compliance Responsibility: The Contractor bears sole responsibility for determining and applying the correct wage rate for all hours worked under this contract. The Government will not be liable for underpayment of wages to Contractor employees. The Contractor shall maintain payroll records sufficient to demonstrate compliance with all applicable wage laws and shall make such records available to the Contracting Officer upon request.

8. For All Work Outside of Routine Operations: Contractor shall acknowledge all delivery requests within 15 minutes of receipt and provide an estimated time of arrival (ETA). For urgent requests, pickup shall occur within 60 minutes of notification unless otherwise authorized by the COR.

9. Schedule Changes and Notification Requirements: The Contracting Officer's Representative (COR) or authorized Government representative shall notify the Contractor of any changes to the established courier schedule as follows:

a. Permanent Schedule Changes: The Government will provide the Contractor with at least 24 hours' advance notice of any permanent changes to established pickup or delivery schedules, whenever practicable.

b. One-Time Schedule Changes: The Government will provide the Contractor with at least 2 hours' advance notice of one-time changes to the established pickup or delivery schedule, whenever practicable.

c. Pickup Delays: If the Government anticipates a delay in a scheduled pickup, the COR or authorized Government representative shall notify the Contractor as soon as practicable. The Contractor shall adjust its schedule accordingly and coordinate with the COR to complete the pickup without unnecessary delay.

d. STAT/Emergency Courier Requests: A STAT or emergency courier request is an unscheduled pickup and delivery required to support urgent patient care or other mission-critical operations that cannot wait until the next scheduled courier route.

a. The COR or authorized Government representative will notify the Contractor by telephone or other mutually agreed-upon communication method when a STAT or emergency request is required.

b. The Contractor shall acknowledge receipt of the request within 15 minutes.

c. Unless otherwise directed by the COR, the Contractor shall pick up the item within 1 hour of notification and complete delivery within 2 to 4 hours of the initial notification, depending on the delivery location and distance.

d. The Contractor shall immediately notify the COR of any circumstance that may prevent meeting the required response or delivery time.

10. ITEMS TO TRANSPORT

1. Laboratory specimens (Blood, Urine, Body Fluids and/or Biopsies, Viral Cultures, BPN Specimens, Influenza Screens)

3. Surgical Instruments and trays

4. Interoffice mail

5. Medical Records

6. Pharmaceuticals, and medical supplies

7. Basic office supplies, such as paper, files pencils, paperclips, etc. that do not exceed 25 lbs.

8. Linen, not exceed 40lbs per package

9. Equipment that does not exceed 75 lbs.

10. Items delivered to Veterans’ residence may include, but are not limited to, prescription medications, prosthetic devices, durable medical equipment (DME), medical supplies, and other healthcare-related items necessary to support the treatment and care of Veterans, including those with service-connected disabilities and other qualifying medical conditions.

11. PERSONNEL QUALIFICATIONS, REQUIREMENTS and CONTRACTOR RESPONSIBILITIES

1. The Contractor shall provide all personnel, supervision, vehicles, equipment, supplies, licenses, permits, and management necessary to perform courier services as described in this Performance Work Statement (PWS).

a. Personnel

i. Employ qualified and properly trained personnel

ii. Ensure all personnel possess valid driver's license

iii. Conduct background checks in accordance with VA requirements

iv. Ensure employees maintain professional appearance and conduct

v. Provide identification badges that are always visible while on VA property

b. Personnel Qualifications

i. All couriers must possess the ability to speak, write, and read English proficiently. This is essential to ensure accurate communication, writing, and comprehension of instructions and protocols while performing their duties.

ii. A record of each driver must be maintained and made available on request to include but is not limited to:

1. REAL ID/Driver’s License expiration

2. Personal Identity Verification (PIV) badge and expiration date

3. Driving record

4. Physical capabilities/limitations performing as a courier

c. Contractor personnel shall always wear visible identification to include VA issued Contractor PIV badge while on the premises of any Federal property and shall be worn in clear view above the waist.

d. The contractor personnel performing services to the Government shall always conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by having the company name, and employee name affixed to the clothing or uniform.

12. FEDERAL FACILITY ACCESS AND SECURITY VETTING REQUIREMENTS

1. Contractor personnel must be eligible to obtain and maintain Department of Veterans Affairs identification credentials, including a personal identity verification (PIV) badge required for facility access.

2. Prior to performing work on Government property, contractor personnel shall complete the security vetting process required for access to Department of Veterans Affairs facilities.

3. Required documentation includes:

a. Completed Self-Certification Form

b. Completed OF-306 Declaration for Federal Employment.

c. Completed OF-306 Continuation Forms (if required based on responses).

d. Additional information requested for background verification.

4. All forms must be signed and submitted to the COR for review prior to scheduling fingerprinting.

13. FINGERPRINTING AND BACKGROUND CHECK

1. Contractor personnel shall complete fingerprinting and identification verification at the designated VA Facility PIV office.

2. Personnel shall provide two forms of government identification, which can include:

a. REAL ID – REQUIRED DOCUMENT

b. U.S. Social Security Card

c. U.S. Passport

d. Birth Certificate

e. Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

3. Following fingerprint submission, the Government will initiate a National Crime Information Center (NCIC) background check. Contractor personnel may begin work only AFTER clearance is granted.

14. TRAINING

1. Contractor shall establish and maintain training as listed below prior to performing work and any other training determined during the duration of this contract:

a. Contractor personnel shall register and maintain a Talent Management System (TMS) Username and Password to complete required TMS VA compliance training listed:

i. TMS Privacy and Information Security – VA10176

ii. TMS Privacy/HIPPA – VA10203

iii. TMS Blood Borne Pathogens

iv. TMS Biosafety Hazardous Waste Handling and Disposal

b. Contractor personnel shall also complete the following training:

i. “Universal Precautions” in the handling of biohazard materials

ii. Infection control procedures

iii. Chain-of-custody procedures

iv. Emergency response procedures

v. Biohazard spills and accidents

2. All training must be renewed yearly on or before the anniversary date of initial training and be provided to the COR upon renewal completion.

3. The contractor shall ensure that each contracted courier completes at least one (1) right-seat ride (i.e., ride-along) with a designated VA Medical Center employee before performing courier duties independently. During the right-seat ride, the courier will observe VA protocols, routes, security procedures, and daily expectations as established by the VA Medical Center.

4. The Government reserves the right to conduct ride-along observations of the Contractor's courier operations for the purpose of familiarization, quality assurance, contract administration, and performance monitoring. Ride-alongs will be coordinated in advance with the Contractor and conducted in a manner that does not unreasonably interfere with contract performance. The Contractor shall provide reasonable access to Government personnel for these observations, subject to applicable safety, security, and privacy requirements.

5. Documentation of completed right-seat rides and any additional shadowing, including dates, times, and signatures of both the observer and the courier, shall be provided to the COR prior to independent assignment of courier duties.

15. CONTINGENCIES & LIABILITY:

1. The Contractor shall maintain sufficient staffing levels to support all scheduled routes, after-hours requests, leave coverage, and emergency response requirements without interruption of service. Contractor shall maintain a minimum of two qualified backup drivers.

2. The contractor shall maintain a backup/redundancy plan in order to respond to instances such as vehicle breakdowns, driver illness/absence, and inclement weather ensuring continuity of essential service.

3. During times of inclement weather, the contractor shall make all deliveries on time if VA facilities are open for business. If a delivery cannot occur due to total road closures by Kentucky or Indiana DOT, the contractor shall notify the COR and established points of contact at CBOCs, and VA staff. The notification must occur as early as possible to allow VA to notify Veteran patients.

4. The contractor shall maintain emergency procedures response and provide after-action reports for any emergencies (e.g. spills, loss of item, hazmat situation). Should specimens and/or transported items be lost, broken, or otherwise damaged, the Contractor shall be required to submit a preliminary summary incident report to the COR within 24-hours of the incident.

5. The Contractor shall provide a written incident report explaining the details of the incident; specifically, what caused the incident (who, what, where, when, and how) within 72-hours of the incident.

6. The Contractor shall be responsible for the replacement cost of any containers that are lost or damaged while in the Contractor’s custody.

7. The Contractor is responsible for all travel costs associated in the performance of this requirement

16. VEHICLES AND EQUIPMENT:

1. Laboratory specimens shall be maintained at 2 to 8 degrees Celsius and between 30 to 50 percent humidity with the use of adequate refrigerant packs and coolers (to be supplied by VA) for all deliveries of laboratory specimens or supplies. The Contractor shall be responsible to maintain to a temperature and humidity-controlled environment between 66-72 degrees Fahrenheit and relative humidity between 20-60 percent in all vehicles or storage areas. The Contractor shall maintain the temperature and humidity log for every vehicle on every trip and submit the log to the COR, 5 calendar days from date of trip.

2. The Contractor shall ensure transport containers:

a. Prevent leakage or contamination

b. Maintain required temperatures and humidity

c. Are labeled in accordance with applicable regulations

d. Protect specimens and equipment from damage, loss, or tampering

3. The Contractor shall keep items out of contact with environmental hazards such as dust, snow, and rain.

4. The Contractor shall provide vehicles that:

a. Are properly licensed and insured;

b. Are maintained in safe operating condition;

c. Include spill kits and biohazard containment materials;

d. Meet DOT requirements for medical specimen transport;

e. Are 10 years old or newer; and

f. The Interior shall be clean, free of all odors to include smoke, and free of debris.

5. The suggested vehicles for use should be designed with a cabin or trunk, such as standard SUVs or minivans, and allow for positioning of devices that must be kept upright during transport unless otherwise specified by the facility.

6. Contractor shall maintain registration, licensing and insurance as required by the Commonwealth of Kentucky and the State of Indiana on all vehicles utilized under this contract, for the transportation purposes for which this contract is intended.

7. The Contractor shall be responsible for failures by the Contractor’s personnel to ensure established environmental controls are maintained, and for any damage or deterioration of laboratory specimens, medication spoilage, or medication breakage. The Contractor’s couriers shall not leave vehicles in extreme heat or cold while specimens are being transported without continuous temperature and humidity control in operation.

8. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

17. QUALITY CONTROL

1. Contractor shall develop overall communication protocols for all communications specifically delays (eg., lab result delays, specimen mishaps, traffic/delivery obstacles).

3. The contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The contractor shall develop and implement chain of custody procedures to track, identify, prevent, and remedy to ensure non-recurrence of defective services.

4. Contractor must use HIPAA-compliant systems for transmission/storage of delivery information. Any items reported lost or in jeopardy of data breach will be reported to COR immediately upon discovery.

6. The contractor shall abide by chain of custody requirements for transport, requiring a time-stamped proof of delivery record, either written and/or digital, and shall provide weekly reporting of these actions as well as a monthly roll up.

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

8. The contractor shall immediately notify the COR upon receipt of a customer complaint in order that joint validation may be completed. The contractor is responsible for quality control and specification compliance.

18. REPORTING

1. The Contract shall be responsible for the accuracy and completeness of all reports and other documents as well as the timely submission of each.

2. All reports and deliverables are to be sent by electronic mail to VHALOUEngTransportation@va.gov unless otherwise specified by the CO or COR.

3. The following are brief descriptions of required documents that must be submitted by Contractor to the COR:

19. PERFORMANCE STANDARDS

Requirement

Method

1. If Contractor performance does not meet the Acceptable Quality level, the CO shall inform the Contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the CO shall document the discussion and place it in the contract file. When the COR and the CO determine formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the Contractor's program manager for corrective action.

2. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor is required to present this corrective action plan to the CO. The Government shall review the Contractor's corrective action plan to determine acceptability.

3. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance and the acceptability of the Contractor’s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO or for purposes of reporting Contractor past performance on CPARS.

20. SECURITY, AND EMERGENCY COMPLIANCE REQUIREMENTS

1. Contractor personnel must follow safety, security, conduct, and emergency‑preparedness standards at the Robley Rex VA Medical Center (RRVAMC) and all associated sites.

2. Police & Security Compliance Requirements

a. Contractor personnel are strictly prohibited from possessing, carrying, or introducing any of the following onto VA property (including parking lots, leased areas, CBOCs, and vehicles), in accordance with VA Police requirements:

i. Firearms

ii. Edged weapons

iii. Blunt weapons

iv. Chemical sprays

v. No unauthorized personal electrical items.

21. CONTRACTOR SEASONAL INFLUENZA VACCINATION REQUIREMENTS

1. Seasonal influenza presents a significant health and safety risk in healthcare environments. The Veterans Health Administration mandates participation in its Seasonal Influenza Prevention Program as outlined in VHA Directive 1192.01.

2. To maintain a safe environment for Veterans, staff, and visitors, all Contractor personnel who work on VA property or who may encounter VA patients as part of their duties are required to comply with these vaccination standards.

3. Mandatory Influenza Vaccination or Masking

a. All Contractor personnel performing work on-site during the influenza season must either:

i. Receive the annual influenza vaccine by the VA’s established vaccination deadline (e.g., November 30, 2026)

ii. Those who are not vaccinated must wear a face mask through March 31 of the applicable flu season.

22. DRUG-FREE WORKPLACE REQUIREMENTS

1. The Contractor shall maintain a drug-free workplace in accordance with the Drug-Free Workplace Act and applicable federal regulations.

2. The Department of Veterans Affairs (VA) is a drug-free environment. Contractor personnel shall not be under the influence of illegal drugs, controlled substances without valid prescription, or alcohol while performing work on VA property.

3. The Contractor shall implement and administer its own drug-free workplace program, including testing policies as applicable.

4. Upon written request from the VA based on reasonable suspicion, the Contractor shall conduct drug or alcohol testing and take appropriate action, including removal of personnel from the worksite.

23. SMOKE-FREE AND VAPE-FREE WORKPLACE REQUIREMENT

1. All VA facilities are designated as smoke-free and vape-free environments.

2. Contractor personnel shall not smoke, vape, or use any tobacco or electronic nicotine delivery systems on VA property at any time.

3. The Contractor shall ensure all personnel are informed of and comply with this requirement.

4. Non-compliance may result in removal from the facility and other contractual remedies.

24. EXCLUDED

1. Use of Rideshare Services to fulfill any of the contract requirements: The use of rideshare services, including but not limited to app-based Transportation Network Companies (TNCs) such as Uber, Lyft, or similar services, is prohibited for performance of this contract. The Contractor shall provide all required courier transportation using personnel and vehicles that meet the requirements of this PWS. Any proposal that includes or relies upon rideshare services to fulfill the contract requirements will be evaluated as Technically Unacceptable and will be ineligible for award.

APPENDIX A – COURIER DEDICATED DAILY SCHEDULE (DELIVERY TIMES ARE SUBJECT TO CHANGE)

COURIER DEDICATED DAILY SCHEDULE

ORIGIN: Robley Rex Veterans Medical Center (RRVAMC)

DESTINATION: CBOC unless there are items to be returned to VA Medical Center

APPENDIX B – VETERANS AFFAIRS MOTOR VEHICLE OPERATORS DELIVERY SCHEDULE (As Needed)

VA MOTOR VEHICLE OPERATORS DAILY SCHEDULE

ORIGIN: Robley Rex Veterans Medical Center (RRVAMC)

DESTINATION: CBOC unless there are items to be returned to VA Medical Center

APPENDIX C – PATIENT CATCHMENT ZONE MAP

APPENDIX D – U.S FEDERAL HOLIDAYS

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

NOTE: The holidays listed above reflect U.S. Federal Holidays. Any additional days, including Good Friday, are not federally recognized holidays, and shall be treated as a regular workdays under this contract unless otherwise required by the applicable Wage Determination or directed by the Contracting Officer.

APPENDIX E –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

This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. 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.

b. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

c. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG),VA HANDBOOK 6500.6 April 22, 2024 APPENDIX C, C-2 and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

d. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

e. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

f. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information

g. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

h. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certainVA HANDBOOK 6500.6 April 22, 2024, APPENDIX C C-3 medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

i. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

j. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

3. TRAINING. This entire section applies to all acquisitions which include section 3. 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.

a. 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

b. Successfully complete any additional cyber security or privacy training, as required for VA personnel with 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].

c. 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 five days of the initiation of the contract and annually thereafter, as…