36C25219Q0167_0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION

OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADM

INISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and d ate specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 3

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO

MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) 01-08-2019 None 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 36C252 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 To all Offerors/Bidders

36C25219Q0167

X X X

The purpose of this amendment is to address vendor questions, update the PWS (changes are in red text), update Attachment A Lab Courier Route Price Schedule (Route #17), and incorporate updated Wage Determinations in Attachments C through AB.

The proposal due date remains January 14, 2019 at 12:

00pm CST.

Maureen Hoesly

1) Who is the current company that's been providing the service?

Crosstown Courier Service, Inc.

2) What was the price value of the last contract?

Contract VA69D-13-C-1008 was awarded for a total cost (Base Year + 4 Option Years) of $4,857,413.44

3) What is being transported?

Patient samples (blood, urine, and body fluids), microbiology cultures, medical supplies, paperwork, etc. (See page 9 of the solicitation, Section 1a of the PWS)

4) Who provides packing supplies and who packs shipment for transport?

The VA is responsible for providing the bags used to store patient samples and packing each shipment for transport. The contractor is responsible for providing the coolers and necessary supplies (i.e. gel packs, refrigerators, freezers, etc.) to ensure frozen samples remain frozen during transport. (See page 9 of the solicitation, Section1a of the PWS)

5) Type of vehicle recommended, size?

The type of vehicle used for transport is at the discretion of the contractor. However, as stated in the solicitation, the vehicle must have the capability to sustain temperatures for up to 5 incubators (each approximately 14.5” tall, 12.75” wide, and 9.25” deep) simultaneously and any refrigerators or freezers used by the contractor. (See page 10 of the solicitation, Section 1b of the PWS)

6) What was the previous contract award amount?

See answer to Question 2.

7) Who was the previous contractor?

See answer to Question 1.

8) Have there been any changes to the original contract?

Yes. There have been 23 modifications as of 1/3/2019. The majority of modifications have been administrative (ie. Exercise options, COR changes). The following modifications were in accordance with FAR Clause 52.212-4(c) Changes:

P00004: Increase in service at the Clark County Clinic from 4 days a week (Mon – Thurs) to 5 days a week (Mon – Fri).

P00010: End service at Elgin CBOC and commence services at Hoffman Estates CBOC.

P00015: Increase in service to add Danville VA Medical Center and all related CBOCs.

9) How many drivers are currently being used?

The number of drivers needed to perform these services is at the discretion of the contractor. Currently there are approximately 20 drivers.

10) Will the contractor provide coolers and ice packs or will the VA supply those items?

The contractor is required to provide coolers and ice packs/gel packs. The VA will supply the incubators for heated specimens. (See pages 9-10 of the solicitation, Sections 1a and 1b of the PWS)

11) Will dry ice be needed? If so do you know the estimated quantities, or will ice packs be sufficient?

Dry ice is not required. The method chosen to control the temperature of specimens is at the discretion of the contractor.

12) How many boxes are expected at each pick up?

The number of bags picked up at each location will vary depending on the location and the number of specimens collected each day. There could be as many as 20 bags. In addition to these bags, there could also be as many as 5 incubators picked up each approximately 14.5” tall, 12.75” wide, and 9.25” deep.

13) How many coolers will be needed per location?

This will vary depending on the location and the number of specimens collected each day. Typically 2 refrigerated coolers and 1 frozen cooler will be sufficient per location. Again, this may vary on the location and number of specimens collected and it is the contractor’s responsibility to provide these supplies.

14) The contract states the contractor is responsible for all tertiary packaging and labeling. Can you explain?

This sentence has been removed from the PWS. (See Section 1b of the PWS Courier FINAL 1.8.19)

15) What are the sizes of the incubators that will need transported?

Each incubator is approximately 14.5” tall, 12.75” wide, and 9.25” deep.

16) Route #17 Joliet-Hines are the pick up and delivery times correct?

NO! It should be a pickup time between 5:15pm and 5:45pm. This has been corrected in Attachment A Lab Courier Route Price Schedule. The delivery time shall be between 6:00pm and 6:30pm.

17) Will an independent temperature tracking program be required for incubators?

No.

18) Will electronic, on demand reporting and real-time piece level barcoded tracking be required?

The tracking system must be electronic and provide documentation of a complete audit trail, i.e. from the time the packages are picked up at the originating site through the drop off at final destination; such documentation shall be made available to the Government upon demand as any loss of a specimen is considered serious and potentially has a negative clinical impact (See Section 1b of the PWS Courier FINAL 1.8.19).

As part of the technical proposal, the offeror must provide a detailed description of their tracking system and how it is utilized (See page 37 of the solicitation).

19) Will piece level multi node tracking be required? That is, if a specimen will be routed through multiple nodes, will the tracking of that specimen be required to be end to end from pickup from the send out location and tracked continuously through the delivery network until that item is delivered to the destination location?

Multi node is subject to interpretation, therefore the Government has provided an example of our requirements with regards to the tracking system. The Government must know who is in possession of all specimen(s)/incubator(s) at all times. For example, a specimen/incubator is picked up at Location A and the driver goes to Location B to pick up additional specimen(s)/incubator(s). Specimen(s)/incubator(s) from both locations will be dropped off at Location C. The Government does not need to know that the Location A specimen(s)/incubator(s) were at Location B, but rather that the Contractor were in possession of the Location A specimen(s)/incubator(s) the entire time until they were dropped off at Location C. (See Section 1b of the PWS Courier FINAL 1.8.19).

20) Will this contract be SCA enforced? After reviewing the solicitation on FBO, it contains language and dollar values regarding the Service Contract Act. This solicitation stipulates $12.56- $19.14 minimum wage for courier drivers, $4.27 minimum H&W, Sick Time/Vacation. Do you verify now that those are the minimum required rates to be performed on this contract upon award?

Yes. The SCA applies to this procurement and the contractor is responsible for ensuring they are in compliance with the Wage Determinations based on location of performance. This is a VISN-wide contract and there are multiple places of performance and therefore multiple Wage Determinations. The Wage Determinations that were recently updated on 12/26/2018 hereby replace the previous Wage Determinations in the solicitation and have been added as attachments to the solicitation amendment.

21) SBA Final Rule regarding FAR Clause 52.219-14 Limitations on Subcontracting, dated June 30, 2016, reclassifies Independent Contractor drivers as Subcontractors — 13 CFR 125.6 “Work performed by an independent contractor shall be considered a subcontract.” Please inform us how the VA would like us to proceed upon award regarding this rule change.

52.219-14 Limitations on Subcontracting (Class Deviation 2019-O0003 (dated 12/3/18)) states that for Services contracts, the Government will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded.

A “similarly situated entity” means a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award and that is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform. In this case, a similarly situated entity would be an independent contractor that is also an SDVOSB.

Therefore, the prime contractor and any first-tier subcontractors that are SDVOSBs must perform 50 percent of the services.

PERFORMANCE WORK STATEMENT (PWS)

Contractor shall provide the full range of Laboratory Courier Services as specified herein, for VISN 12 clinical laboratories, medical facilities and outpatient clinics of the Department of Veterans Affairs (VA) – Veterans Integrated Service Network (VISN) 12 – VA Great Lakes HealthCare System as listed in Attachment A.

The term of the contract will be a base period of approximately eight (8) months from the date of award, with four-one year option periods to extend at the discretion of the Government. Contractor will have a sixty (60) day ramp up period. Failure to provide timely implementation may result in contract termination.

1. TRANSPORTATION PROGRAM

a. General Contractor shall provide the safe transport between Government facilities listed in Attachment A of biomedical materials (patient specimens), as well as microbiology cultures and stocks. These items are classified as Hazard Materials Class 6, Division 6.2 and are defined in 49 CFR Part 173.134 as those materials that contain or could contain etiologic agents. Included in the safe transport are proper receipt, distribution, storage and security of all items in accordance with federal* regulations including, but not limited to, the following:

(1) Department of Transportation 49 CFR Parts 171-180 – Hazardous Materials: Infectious Substances; Harmonization with the United Nations Recommendations, Final Rule.

(2) Department of Health and Human Services 42 CFR Parts 72 and 73 – Interstate Shipment of Etiologic Agents and Select Agents and Toxins.

(3) Department of Labor/OSHA 29 CFR, Section 1910.1030 – Bloodborne Pathogens

(4) Health Information Portability and Accountability Act (HIPAA) Privacy Rule 45 CFR Parts 160 and 164.

*State and local regulations may be applicable if more stringent and do not conflict with the federal regulations.

Contractor shall provide to each Government facility all materials necessary to comply with the logistics of a transportation program. This includes an adequate supply of materials necessary for the efficient, organized and coordinated receipt, transport and delivery of specimens (e.g. transportation receipt forms, rigid-sided containers, dry ice, coolers, rolling coolers, etc.).

Other incidental items (not included in Division 6.2) that may be transported are limited to laboratory-related reagents and supplies that can be accommodated in a 20” x 24” closed container(s) and weighing no more than 25 pounds.

b. Accountability and Integrity Contractor must ensure transportation is provided in such a manner that the integrity and accountability of all items are maintained from contractor point of possession to the point of delivery to the Government. Government facilities will be responsible for processing and packaging all items in preparation for transportation, such that the transport device is tamper-proof and that Patient Identifiable Information (PII) is not visible to unauthorized personnel, including contractor courier(s). The Contractor will be responsible for all tertiary packaging and labeling. The Government will also provide a shipping manifest.

Contractor shall provide transport vehicles that have all the necessary equipment to insure the integrity of ambient, refrigerated and frozen biomedical materials.

Contractor shall also be able to transport incubators carrying microbiology cultures and other items that need to be controlled under incubated temperature conditions. The number of incubators transported is dependent on the volume of cultures that are being sent for testing.

Government facilities will provide the incubators along with the necessary electronic connections to maintain the appropriate temperature conditions. Contractor must have transportation vehicles with the capability to sustain temperatures for up to 5 incubators simultaneously. Contractor shall be responsible for delivering the portable incubator containing laboratory specimens to the destination government facility and exchanging an empty portable incubator provided by a government facility for return to the originating government facility.

All doors on the courier vehicle must be locked whenever the vehicle is left unattended. Contractor must have a tracking system that prevents any loss of transported items, especially patient specimens. The tracking system must be electronic and provide documentation of a complete audit trail, i.e. from the time the packages are picked up at the originating site through the drop off at final destination; such documentation shall be made available to the Government upon demand as any loss of a specimen is considered serious and potentially has a negative clinical impact. The Government must know who is in possession of all specimen(s)/incubator(s) at all times. For example, a specimen/incubator is picked up at Location A and the driver goes to Location B to pick up additional specimen(s)/incubator(s). Specimen(s)/incubator(s) from both locations will be dropped off at Location C. The Government does not need to know that the Location A specimen(s)/incubator(s) were at Location B, but rather that the Contractor were in possession of the Location A specimen(s)/incubator(s) the entire time until they were dropped off at Location C.

Contractor shall educate all transport personnel on the policies and procedures for the receipt, tracking and delivery of these packages.

Contractor shall have a contingency system in place to ensure 100% courier route performance. Contractor shall provide an emergency contact person (other than the courier-employee) to immediately address inter-route issues that occur. This contact must be available for emergency response within the timeframes covered in the courier route plan (Attachment A) and throughout extended time periods when the courier is not able to meet the stated delivery times. In addition, this contact must have the capability to be in immediate communication with the courier employee performing the services in cases of emergency or to determine location. The contact information, i.e. name(s) and/or office(s) and telephone number(s), for these emergency contact personnel shall be made available after award.

Contractor shall designate two coordinators (one for the Northern tier facilities and one for the Southern tier facilities) to organize activities, monitor services, and respond to customer service problems. Coordinators shall be able to provide oversight of overall and day to day coordination of the courier schedule to include dispatch, timeliness, and communication. The Northern Tier includes Oscar G. Johnson VA Medical Center, Iron Mountain, Michigan; Tomah VA Medical Center, Tomah, Wisconsin; Clement J. Zablocki VA Medical Center, Milwaukee, Wisconsin; and William S. Middleton Memorial VA Hospital, Madison, Wisconsin, including their CBOCs (Community Based Outpatient Clinics). The Southern Tier includes Jesse Brown VA Medical Center, Chicago, Illinois; Edward Hines, Jr. VA Hospital, Hines, Illinois; and VA Illiana Health Care System, Danville, Illinois, including their CBOCs.

2. TRAINING PROGRAM

Contractor shall ensure that all transport personnel are properly trained and that their competency is regularly assessed in the appropriate safety, packaging and environmental control procedures suitable to specimen type and distances transported. Critical elements of the training program will adhere to the regulations for the transport of bio-hazardous substances as cited in 49 CFR 172 Subpart H and must minimally include:

a. Education on the types of biological materials transported including definitions of an infectious substance and a biological product.

b. Education on appropriate hazardous material packaging and labeling.

c. Requirements for the appropriate receipt of the packages including procedures for the completion and disposition of the shipping manifest.

d. The use of appropriate containers to transport specimens between the origination point to the transport motor vehicle and, likewise, from the transport motor vehicle to the destination point.

e. Appropriate installation, use and security of environmental temperature control devices that maintain ambient, refrigerated, frozen or incubated conditions in order to insure the integrity of the specimens and avoid loss or breakage of the containers.

f. Identification of specimens requiring environmental temperature control storage.

g. Certified education (hazmat training) on appropriate decontamination and notification procedures in case of accident or spills. This includes the identification and appropriate use of personal protective equipment and the use of mitigation and disinfection products.

h. Education on procedures for hazardous spill communication, i.e. contact telephone numbers.

i. Education on the protection of the privacy and confidentiality of the personally-identifiable information.

3. DELIVERABLES DURING RAMP UP PERIOD

Contractor shall begin performance of all courier routes sixty (60) days after the date of contract award.

Contractor is required to participate in a post award conference call within 3 calendar days after contract award. The purpose of this call will be to introduce key administrative / management and operations personnel of both Government and the Contractor who will be working together during the performance of this contract. Additionally, Contractor shall discuss and provide a copy of their implementation plan, providing dates for key milestones.

Contractor is required to participate in an additional conference during weeks 3-4 (21-28 days) post award. The purpose of this meeting is to review and discuss the contract requirements and performance expectations, and for the contractor to provide instructions to the Government on how they would like each item prepared to include packaging and/or labeling requirements, etc.

Contractor is required to perform at least one (1) successful dry run of each courier route no less than ten (10) days prior to the required start date of courier services to ensure compliance with the pickup and delivery timeframes. Additionally, this dry run will serve as an introduction for contractor and laboratory personnel.

[End of Performance Work Statement]

See attached document: Attachment A Lab Courier Route Price Schedule.

See attached document: Attachment C WD 15-5017 Rev 11 (12-26-2018).

See attached document: Attachment D WD 15-5741 Rev 7 (12-26-2018).

See attached document: Attachment E WD 15-5019 Rev 11 (12-26-2018).

See attached document: Attachment F WD 15-5025 Rev 7 (12-26-2018).

See attached document: Attachment G WD 15-5035 Rev 9 (12-26-2018).

See attached document: Attachment H WD 15-5029 Rev 7 (12-26-2018).

See attached document: Attachment I WD 15-5041 Rev 9 (12-26-2018).

See attached document: Attachment J WD 15-4783 Rev 7 (12-26-2018).

See attached document: Attachment K WD 15-4871 Rev 9 (12-26-2018).

See attached document: Attachment L WD 15-4893 Rev 7 (12-26-2018).

See attached document: Attachment M WD 15-4919 Rev 9 (12-26-2018).

See attached document: Attachment N WD 15-4929 Rev 8 (12-26-2018).

See attached document: Attachment O WD 15-4943 Rev 9 (12-26-2018).

See attached document: Attachment P WD 15-4907 Rev 7 (12-26-2018).

See attached document: Attachment Q WD 15-4921 Rev 9 (12-26-2018).

See attached document: Attachment R WD 15-4897 Rev 8 (12-26-2018).

See attached document: Attachment S WD 15-4895 Rev 7 (12-26-2018).

See attached document: Attachment T WD 15-4899 Rev 7 (12-26-2018).

See attached document: Attachment U WD 15-4887 Rev 7 (12-26-2018).

See attached document: Attachment V WD 15-4903 Rev 7 (12-26-2018).

See attached document: Attachment W WD 15-5021 Rev 7 (12-26-2018).

See attached document: Attachment X WD 15-5027 Rev 7 (12-26-2018).

See attached document: Attachment Y WD 15-5023 Rev 7 (12-26-2018).

See attached document: Attachment Z WD 15-5031 Rev 7 (12-26-2018).

See attached document: Attachment AA WD 15-5057 Rev 9 (12-26-2018).

See attached document: Attachment AB WD 15-5013 Rev 7 (12-26-2018).