36C25523Q0780 - Solicitation with Final PWS.docx

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

36C25523Q0780 09-14-2023 Robert Bleichner 913-758-9920 10-05-2023 10:00am

CDT

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

X

492110 1500 Employees

N/A

Topeka VAMC Leavenworth VAMC Wichita VAMC Marion, IL VAMC

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

36C255 Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

Austin TX 877-353-9791 512-460-5429

See CONTINUATION Page Scheduled and Unscheduled Courier Services to VISN 15 VAMC In accordance with the Performance Work Statement (PWS)

1. This will result in a Firm-Fixed Price contract with a base year and four (4), one-year option periods

2. Base year is 1 Nov 2023 - 31 Oct 2024

3. Please provide any questions to the Contract Specialist at robert.bleichner@va.gov. Questions are due NLT 10:00 CDT, 21 Sep 2023.

4. A site visit is not available for this requirement.

See CONTINUATION Page

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 36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

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.

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

B.2. Performance Work Statement (PWS) VISN-15 Courier Services Eastern Kansas, Marion IL, and Wichita 14 September 2023

1. Scope of Procurement:

The Contractor shall provide same-day Ground transportation courier services for the following VA facilities: Marion VAMC, Eastern Kansas (EK) Health Care Center and EK Community-Based Outpatient Clinics (CBOC), Wichita VAMC, VA Medical Center (VAMC), Wichita, KS, the VA Medical Center (VAMC), Kansas City, MO, the five (5) current Community Based Outpatient Clinics (CBOC), and various other identified stops. Services shall include transportation of all laboratory specimens (blood/body fluids), mail, office supplies, prosthetic supplies, pharmacy supplies, logistics supplies, documents, medical records, x-rays, and all other hand carried materials and items. Contractor shall furnish all equipment, vehicles, fuel, labor, meals, lodging, and related items in conjunction with the performance of courier services. Services shall be provided daily, Monday through Friday, excluding Government Holidays.

2. Location:

The Contractor shall furnish fixed schedule courier services to transport laboratory specimens, clinical supplies and administrative materials between the hospital’s routes identified herein. There are three distinct routes covered under this contract: a. Marion VAMC, b. EK VAMC, and c. Wichita VAMC.

a. MARION ROUTE:

b. EK ROUTE:

EK CBOCs- Please refer to Attachment 1 for details.

c. WICHITA ROUTE:

Wichita VAMC Wesley Medical Center Lab 550 N. Hillside St, Wichita, KS Kansas City VAMC 4801 E Linwood Blvd Kansas City,MO

Wichita CBOCs- Please refer to Attachment 1 for details.

Other fixed schedule locations may be added during the term of the contract as they become known. Any additional locations will be added to the contract by supplemental modification.

3. Services to be Provided:

All Locations:

All work is to be performed in accordance with the guidelines established by the Federal, State, and local regulations and ordinances. Designated POC’s, pickup and delivery locations will be provided to the successful offeror prior to contract performance.

a. Scheduled Services:

I. Services shall include pickup and delivery of all clinical supplies, laboratory specimens (blood/body fluids), administrative materials, pharmacy items, mail, prosthetic supplies, logistics supplies, medical records, x-rays, and all other hand carried materials and items used in the daily operation of the Medical Center. Laboratory specimen must be in secured containers and supplies in envelopes.

II. Lab specimens will be properly packaged, and PHI secured by VA personnel for transportation. Contractor shall notify the COR (business hours) or AOD (after business hours) when any condition will adversely affect Contractor’s ability to perform the required delivery within the expected timeframe. This notification must be within 59 minutes of notification by VA that a trip is required.

III. If the station gives 24-hour notice to the contractor that the station does not need a pick-up, then there will be no charge.

IV. Empty transport containers will be returned to the originating facility by the contractor upon their return for next scheduled pick-up or return trip.

V. All items must be transported in accordance with all local, state, and federal regulations including any specified regulations for biohazardous materials. All efforts shall be made to ensure the integrity of all items delivered will not be compromised without spoilage/damage due to improper temperature conditions, rough handling and/or negligence.

VI. Contractor shall not open or disclose any information that may be contained on the outside of the envelopes, containers, or any other packages.

b. Unscheduled Services:

I. Contractor shall pick up unscheduled (routine, immediate, STAT) lab specimens (i.e., blood, body fluids, tissues), pharmacy items, documents, and/or x-rays/imaging discs from the Emergency Department VA Medical Centers for delivery to designated drop off points. The contact point in the Emergency Department of the VAMC will be the Administrative Officer of the Day (AOD) who will act for the COR on other than normal business hours (4:30 p.m. to 8:00 a.m.), Weekends and Holidays.

II. Local STAT (immediate) pickup to local delivery should be picked up and delivered within 1 hour.

c. Response Times I. Contractor’s employee shall report to the Laboratory Department designated courier area of the VA Medical Centers/CBOCs and sign an electronic log that specifies what is being transported. This electronic log device is to be provided by the Contractor’s employee. Contractor’s employee shall pick up all items, and sign for them at time of pickup. If items are not picked up, and proof of pickup is through Contractor’s employee signature, then a deduction from the invoice for that item will be made.

II. Items shall be picked up at the locations listed in the Attachment 1. Items shall be picked up at the hours listed below and delivered to the listed laboratory locations on the same calendar day. Contractor’s employee shall sign an electronic/manual logbook at the facilities that specifies what is being transported. These logs are provided by the Contractor’s employee.

III. Deliveries to the VAMC shall be left with an authorized person who can sign for the deliveries. The VA will provide a list of authorized individuals upon award.

IV. Contractor shall notify the Contracting Officer’s Representative (COR) or designee for any delay in the scheduled pickup/delivery at any location. If the contractor is responsible for the delay, a written report shall be prepared and delivered to the COR within 24 hours of the incident.

V. Contractor shall notify the COR not later than 10:00 a.m. local time, of actual or constructive knowledge of conditions that may adversely affect Contractor’s ability to perform the daily trip.

d. Lost, Stolen or Damaged Items:

I. Contractor shall make all reasonable provisions to protect items being transported against loss, such as placing items in a secure area until delivery has been accomplished. Should an item be lost or stolen while in the Contractor’s possession, the Contractor shall replace at contractors’ expense or reimburse the Government for the cost of the boxes and its contents.

II. Should an item become damaged beyond use, the Contractor shall reimburse the Government for the cost of the item (i.e., office supply item).

e. Interruption of Work: The Contractor’s personnel might be required to interrupt the performance this contract at any time to prevent interference of operations at the Medical Centers, to include the right of way passage for patients, staff, personnel, visitors, equipment, carts, fire protection systems, emergency vehicles, and utility services. Contractor shall provide a central call-in telephone number and point(s) of contact to include name, telephone number, and email for each Medical Center serviced under this contract. The purpose is to provide efficient and timely communication for adverse events that delay or cancel a scheduled pickup/delivery, follow up on issues noted after delivery, etc. This also includes a list of personnel to contact in case of an emergency.

f. Call-Back Requirement: The Contractor shall within thirty (30) minutes after receipt of notification by the COR of his/her designee, re-perform the services of this contract when it is determined that unsatisfactory performance has been received, at no additional charge to the Government.

g. Personnel conduct: The Contractor’s personnel, while performing the services of this contract, shall conduct themselves in a professional business-like manner. Smoking is permitted only in designated areas. Vehicle operations shall observe and abide by all signage, speed limits, pedestrian rights-of-way, emergency vehicle rights-of-way, and designated roadways to collection sites.

h. Training: The Contractor shall provide and maintain training for its employees in appropriate safety and packaging procedures suitable to specimen type and distances transported. This should include issues such as adherence to regulations for transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedure sin case of accident or spills, etc. Contractor shall maintain an emergency spill kit in the vehicle. Contractor shall provide documentation certifying that safety training for transporting biohazardous materials and Privacy Training has been provided to contractor’s employees on an annual basis. Documentation provided to the VAMC must include the training provided for safe transport of biohazardous materials. Reference 49 CFR § 173.199 Diagnostic Specimens and Used Health Care Products and 172.700, Subpart H, Training, and International Air Transportation Association (IATA) Sect. 1.5.02. Upon request by the Contracting Officer Representative (COR) or designee, contractor shall provide documentation in certifying that training has been provided to contractor’s employees.

i. Identification: The Contractor shall supply his/her employee’s Photo ID Badges that be always worn while performing the services of this contract and while contractor’s employees are on Government property, and in Government Buildings. These Photo ID Badges shall contain the employee’s name and the contractor’s insignia. Consistence is necessary for identification purposes when the contractor or contractor’s employee(s) are on site at Government facilities.

j. Back-Up Plan: Contractor shall provide documentation of plan for continuation of essential services should one or more of the regularly scheduled staff who has received security clearance is unable to perform duties. This plan shall be submitted within 30 days after contract award.

k. Privacy Act Notification: The Contractor shall ensure the confidentiality of all patient information being transported and will be held liable in the event of breach of confidentiality. The Contractor shall comply with the provision of the Federal Privacy Act of 1974 (Public Law 93-579) and Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996. This includes both the Privacy and Security rules published by the Department of Health and Human Services (HHS).

l. VA 6500.6 Contract Security Checklist: The Authorization requirements do not apply, and a Security Accreditation Package is not required for this contract.

4. Wichita Route Specific information:

a. Contractor shall provide courier services 24 hours/day, 7 days/week, for deliveries between the VA Medical Center, Wichita, KS and Wesley Medical Center Laboratory or other stated points within Wesley Medical Center.

b. Contractor shall provide courier services between VAMC, Wichita, KS, and Department of Veterans Affairs (Parklane), 949 South Glendale, Wichita, KS 67218, Monday through Friday (excludes Federal Holidays and weekends), between 11:45 a.m. - 12:15 p.m. and again between 4:00 p.m. - 4:30 p.m. Contractor shall deliver any red contaminated instrument box to VAMC, Bldg. 34, Sterile Processing and Decontamination Anteroom, immediately upon pickup. Additional items to be transported are the same as identified in the contract PWS for delivery to the Laboratory. Services also include unscheduled pickups of laboratory specimens or contaminated instrument boxes, upon request, for immediately delivery back to the medical center (approx. 8 times/month), between 4:00 p.m. and 4:30 p.m. No pickups are required after normal working hours (8:00 am – 4:30 pm).

c. Contractor shall provide courier services between VAMC, Wichita, KS and various local (within commuting distance) physician offices, hospitals, imaging centers, and other medical treatment-based entities as related to patients that have been referred or have chosen to utilize the Mission Act and Community Care Program to improve their access to medical care. Items to be transported are as listed in contract PWS, with the majority being laboratory specimens, x-rays/imaging discs, and pharmaceuticals. These will be unscheduled, immediate pick-up/delivery, upon request. Points of origin may be the VAMC, Wichita, KS, or the medical entity with the pick-up/delivery to the other.

d. Designated Pickup/Delivery locations and schedule:

PROVIDE PICK-UP TWICE PER DAY FROM:

PROVIDE PICK-UP ONCE PER DAY FROM:

Dodge CBOC

No later than 8:00pm

Salina CBOC

No later than 8:00pm

Hutchinson CBOC

No later than 8:00pm

e. Items to be transported:

I. Specimen containers (coolers) for delivery/pickup are approximately 16 x 16 x 15 inches in size for “cold” specimens and small Styrofoam containers for “room temperature” specimens. Legal size envelopes with transportation container for slides. Large envelopes for X-ray films and CDs. Styrofoam containers of varying sizes for pharmaceuticals. Specimen containers will be marked “Biohazard” and tagged for identification in accordance with regulatory requirements.

II. Laboratory specimens (i.e., body fluids, blood, tissue) will be properly packaged by the VA personnel for transportation and will be placed in the proper containers.

III. Pharmaceutical coolers.

IV. Various sizes of mail products in secure, locking mail bags.

V. Hand-carried materials will vary in size from small boxes and packages to large boxes with medical, logistic, and office supplies.

VI. Medical equipment for veteran’s, including, but not limited to, walkers, wheelchairs, canes, and other prosthetic equipment/supplies.

VII. The Contractor shall deliver/pickup any empty container(s) for each location and deliver/pick up a fully packed container(s) for the return trip (CBOCs).

VIII. Red, hard-sided, contaminated biohazard equipment boxes for Sterile Processing and Decontamination.

IX. Large, round pharmaceutical waste disposal cylinders, approximately 4 feet tall x 1 foot diameter.

5. Additional Requirements All Locations:

a. The Contractor shall be licensed by the State or Local health authority in those localities where licenses are required. The vehicle and storage areas in the performance of this contract shall be licensed and meet any minimum applicable requirements mandated by the State in which performance is being performed.

b. Required Contractor Reporting: The Contractor shall be responsible for supplying, completing, and submitting all reports required and or requested by any Federal, State, and or Local government agency, as required by laws, ordinance, and/or regulations, that pertain to the supplies and services provided under this contract. All correspondence relative to this contract (i.e., invoice, inquiry, etc.) shall contain the contract number, facility name, and description of services performed.

c. Invoices/Billing: In addition to invoice requirements cited in FAR 52.212-4 (g), the Contractor shall furnish a detailed invoice indicating work performed with an itemized listing of pricing by route, monthly in arrears. Three separate CLINS will be established, and three (3) different obligation funding documents will be identified to the Contractor each year of performance. The Contractor will prepare three separate invoices, one for each route. Invoices will be submitted in accordance with the instructions provided in Section B.1.

d. All drivers shall have attained legal age (the age of 18 years) and shall maintain a neat, clean, and professional appearance. Drivers must be able to speak, understand and write English. All couriers transporting specimens under this contract shall possess a valid driver’s license, vehicle insurance, and registration and have two-way radios, cell phones, or pagers for communication purposes.

e. Under no circumstances shall any person other than the driver or designated employee of the contractor handle items being transported. Drivers should not make any personal stops in performance of duties under this contract, nor shall any unauthorized passenger accompany the driver during contract work.

f. Identification, Parking, Smoking, and VA Regulations:

I. The Contractor’s personnel shall always wear visible identification while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, photo, position, and the contractor’s trade name.

II. The Contractor’s personnel shall maintain a safe, professional work environment by wearing appropriate dress attire.

III. Staff will wear clean and well-maintained attire that covers the body from shoulders to knees while performing all duties required, including bending, and lifting.

IV. Open toed and/or open heeled shoes are not allowed. Closed-toed and appropriately heeled shoes shall be worn by all personnel to prevent injuries from sharps, slips, falls, large or heavy stock items, carts, shelves etc.

V. It is the responsibility of the contractor to park in the appropriate designated parking areas. The VA Medical Centers will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

g. Transportation of Patient Care items consisting of Laboratory or Medical Center Locations:

I. Vehicles shall be kept clean and free of any hazardous liquids, materials, or debris that could affect the integrity of products and materials transported for patient care. Vehicles interior storage area shall be cleaned quarterly or more often if area is visibly soiled.

II. All vehicles used in performance of this contract shall be registered, licensed and meet the minimum requirements as mandated by the Department of Transportation. The Government reserves the right to inspect the vehicles and investigate the responsibility of contractor to perform the work outlined in the contract. The contractor shall provide all vehicles needed to perform this effort.

III. The contractor shall maintain proper temperature in vehicles to preserve medical supplies, specimens, and films. There shall be climate control in the vehicles, so that the internal vehicle temperature can be maintained at a temperature between 65 d.F. and 85 d.F. The vehicle shall meet the requirement that all efforts shall be made to assure that all items are delivered upright, without spoilage/damage from temperature conditions, rough handling and/or negligence.

IV. The vehicles shall not be abandoned between transports from facility to destination. Specimens shall not be left in an unsecured vehicle at any time. When not in use, delivery contents should be locked in a clean part of the vehicle. The contents should be kept out of sight or taken indoors at the end of the day. Containers shall not be stored overnight in the vehicle or at a residence.

V. The cargo may contain biohazardous material and dangerous goods. The contractor shall certify that all individuals involved in shipping clinical specimens have been trained and tested as specified in the training requirements of 49 CFR Part 172, Subpart H. Written statements documenting Universal Precautions training, Hazardous Materials training and the Centers for Disease Control governing the transport of clinical specimens shall be provided to the COR annually.

VI. Sensitive items should not be stored in the vehicle when outdoor temperatures are <50 F or > 78 F. Packaged items where the contents are discernable shall be treated as sensitive items.

VII. Possession of weapons is prohibited. 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 local district, state, or municipal court.

6. The Joint Commission for the Accreditation of Healthcare Organizations (JCAHO) Competency Requirements:

a. The Contractor shall be responsible to ensure that contractor employees (and/or subcontractor employees) coming to the work site receive all information required to perform their duties and are fully trained and competent to perform the required work.

b. The Contractor may be required to attend a pre-work orientation meeting prior to commencement of work (if required by the VAMC). The VAMC shall schedule this meeting and it shall include discussion of the following topics:

i. Fire and Safety

ii. Infection Control

iii. Disaster Procedures

iv. Other

7. Definitions:

a. Business Hours/Days – Business hours/days are defined as the time of 8:00 a.m. to 4:30 p.m., Monday through Friday except Federal holidays. Federal holidays include New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other specifically designated days by the President of the United States to be a national holiday.

b. Off Business hours/days - Off Business hours/days are defined as the time of 4:31p.m. to 7:59a.m. Monday through Friday, 4:30 p.m. Friday to 7:59 a.m. Monday, weekends, and all Federal holidays. The Laboratory, Emergency Department, and others, operate on a 24 hour a day basis, 365 days a year.

c. Quality Assurance. Actions taken by the government to assure contracted services meet PWS requirements.

d. Round trip: Final drop off points will be defined after award in the Deliver to: VAMC - Lab or Emergency Dept box.

8. Service Summary and Quality Assurance:

<3 missed courier pickups per Quarter

<3 missed courier pickups per Quarter

a. Surveillance Techniques

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are:

I. Random monitoring, which shall be performed by the COR or his designated inspector.

II. Periodic Inspection – COR typically performs the periodic inspection on a monthly or quarterly basis.

III. Feedback from facilities being served by the contract, satisfaction, or complaints.

IV. Monthly review of invoices, reports, and documents.

V. Contractor quality assurance reports.

b. Customer Feedback.

I. The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints.

II. Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems but the customer always has the option to communicate complaints to the COR, as opposed to the contractor.

III. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate.

IV. Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.

c. Acceptable Quality Levels

The acceptable quality levels (AQLs) included in Attachment 1, Performance Requirements Summary Table, for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities such as those involving delivery time frames and, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at the VA Medical Centers.

ANALYSIS OF QUALITY ASSURANCE ASSESSMENT

a. Determining Performance

Government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.

b. Reporting

Semi-annually the COR will prepare a written report summarizing the overall results of the quality assurance surveillance of the contractor’s performance. This written report, which includes the monthly report and the completed quality assurance monitoring forms (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.

c. Reviews and Resolution

I. The COR may require the contractor’s project manager, or a designated alternate, to meet with the CO, COR, and other government personnel as deemed necessary to discuss performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor’s request. The agenda of the reviews may include:

· Monthly performance assessment data and trend analysis

· Issues and concerns of both parties

· Projected outlook for upcoming months and progress against expected trends, including a corrective action plan analysis.

· Recommendations for improved efficiency and/or effectiveness

II. The COR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.

II. The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the CO.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Eastern Kansas Route - Courier Services IAW Performance Work Statement.

Contract Period: Base POP Begin: 11-01-2023 POP End: 10-31-2024

Marion, IL to St. Louis Route - Courier Services IAW Performance Work Statement.

Wichita Kansas Route - Courier Services IAW Performance Work Statement.

Eastern Kansas Route - Courier Services IAW Performance Work Statement.

Contract Period: Option 1 POP Begin: 11-01-2024 POP End: 10-31-2025

Marion, IL to St. Louis Route - Courier Services IAW Performance Work Statement.

Wichita Kansas Route - Courier Services IAW Performance Work Statement.

Eastern Kansas Route - Courier Services IAW Performance Work Statement.

Contract Period: Option 2 POP Begin: 11-01-2025 POP End: 10-31-2026

Marion, IL to St. Louis Route - Courier Services IAW Performance Work Statement.

Wichita Kansas Route - Courier Services IAW Performance Work Statement.

Eastern Kansas Route - Courier Services IAW Performance Work Statement.

Contract Period: Option 3 POP Begin: 11-01-2026 POP End: 10-31-2027

Marion, IL to St. Louis Route - Courier Services IAW Performance Work Statement.

Wichita Kansas Route - Courier Services IAW Performance Work Statement.

Eastern Kansas Route - Courier Services IAW Performance Work Statement.

Contract Period: Option 4 POP Begin: 11-01-2027 POP End: 10-31-2028

Marion, IL to St. Louis Route - Courier Services IAW Performance Work Statement.

Wichita Kansas Route - Courier Services IAW Performance Work Statement.

B.4 DELIVERY SCHEDULE

Comery-O'Neil VA Medical Center - Bldg 1 2200 SW Gage Blvd Topeka, KS 66622 and

Dwight D. Eisenhower VAMC 4101 S. 4th Street Leavenworth, KS 66048

785-350-4340 philip.salazar@va.gov

2401 W. Main Street Marion, IL 62959

618-997-5311 frances.bloom@va.gov

5500 East Kellogg Wichita, KS 67218

USA

316-685-2221 sherry.parsons2@va.gov

36C25523Q0780

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any…