36C25619Q1026-0002001.pdf

STATEMENT OF WORK

SLVHCS COURIER SERVICE

07/18/2019- Revision 1

A. GENERAL INFORMATION

See scope information below.

B. SCOPE

This requirement is to establish a Courier Service for Southeast Louisiana Veteran Health Care System (SLVHCS). A fully licensed courier company shall provide delivery between Southeast Louisiana Veterans Health Care System

(SLVHCS) located at 2400 Canal St, New Orleans, LA 70119 and five (5) VA Community-Based Outpatient Clinics

(CBOC) located at:

• VA Outpatient Clinic Baton Rouge- 7968 Essen Park Ave, Baton Rouge, LA 70809

• Baton Rouge South- 7850 Anselmo Lane, Baton Rouge, LA 70810

• VA Outpatient Clinic Hammond- 1131 S. Morrison Blvd, Hammond, LA 70403

• VVA Outpatient Clinic Slidell- 60491 Doss Dr Ste B Slidell, LA 70460

• VA Outpatient Clinic St. John- 4004 W. Airline Hwy Reserve LA 70084

C. REQUIREMENT/SALIENT CHARACTERISTICS/SPECIFICATIONS

Description: Service is needed to transport routine labs, soiled and clean supplies, equipment and instruments; with hotshot availability for emergency deliveries between the Southeast Louisiana Veterans Health Care System (SLVHCS) and each of the Community-Based Outpatient Clinics (CBOC) clinics. The courier company shall arrive at the VA

Community-Based Outpatient Clinics (CBOC) daily to pick-up labs, soiled supplies, and equipment to transport to

Southeast Louisiana Veterans Health Care System (SLVHCS) in New Orleans, LA the same day per required schedule.

Clean containers of equipment and instruments and soiled containers of equipment and instruments must never be transported together in the same containers. Contractor to furnish all labor, material, supervision, transportation, vehicles, licenses, registrations, training certification documentation and other items necessary to perform courier services as outlined below. Containers to transport the supplies, equipment and instruments will be provided by the Southeast

Louisiana Veterans Health Care System (SLVHCS). Unscheduled courier services will be needed twenty-four hours seven days a week.

D. DELIVERY

Delivery will include a minimum of one container and a maximum of five containers with containers not exceeding 25 pounds in total weight. The number and weight of the containers are estimated. Upon award, the contractor will be provided with a designated POC for the hospital and all clinics. The POC must be notified immediately in the event of a delay. When one of the holidays falls on a Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday.

E. Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, or GFI)

N/A

F. SECURITY

VA personnel shall be assigned to accompany Courier personnel while they are on station conducting the courier services

. Special pass’s will be issued daily to Courier personnel. No special security clearance required.

G. SPECIAL MATERIAL REQUIREMENT

Vehicles used in the performance of this contact must be registered in the State of Louisiana and comply with all applicable state mandates. If any items are lost, damaged or broken, the contractor is required to submit a written report to the Contracting Officer within twenty-four (24) hours explaining the circumstances. All drivers performing services under this contact must possess a valid driver’s license for the type of vehicle operated as required by the State of

Louisiana.

Totes used for dirty dental and podiatry:

• Large Tote- 29-1/2" x 19-1/2" x 15"

• Medium Tote-23-1/2-Inch by 19-1/2-Inch by 13-Inch

• Small Tote- 10-7/8" L x 8-1/4" W x 5" H

Coolers used for labs:

• Small Cooler-11-1/4" x 12-1/2" x 9"

• Medium Cooler-14.6 x 10.6 x 13.8 inches

H. PLACE OF PERFORMANCE

New Orleans (SLVHCS); VA Outpatient Clinic Baton Rouge, Baton Rouge South, VA Outpatient Clinic Hammond, VA

Outpatient Clinic Slidell, VA Outpatient Clinic St. John. (See attached Route Dimensions and Line Item Details for schedules).

I. CONTRACTOR RESPONSIBILITIES

Contractor is responsible for providing all labor and equipment needed to unload and transport the container to specific pickup and drop-off areas. Contractor to furnish all labor, material, supervision, transportation, vehicles, licenses, registrations, training certification documentation and other items necessary to perform courier services as outlined below.

Containers to transport the supplies, equipment and instruments will be provided by the Southeast Louisiana Veterans

Health Care System (SLVHCS).

1. Courier shall receive, manifest, and transport soiled medical equipment and instruments. Delivery will include a minimum of one container and a maximum of six containers.

2. Courier shall deliver the containers to the Southeast Louisiana Veterans Health Care System (SLVHCS) in New

Orleans Sterile Processing Service, located on the fourth floor, RM 4D222 for instruments and RM 4E123. All containers must be transported in a secure manner to prevent immobility during transport. Container must remain sealed while being transported and cannot be stored in delivery vehicles overnight.

3. Courier personnel shall be trained in the safe transport of infectious/diagnostic specimens as required by federal

(49 CFR 172 Subpart H Training), state, and local law.

4. Courier shall hold insurance in the amounts required under Louisiana law for the transport of property and as specified in the contract.

5. Courier shall hold all required federal, state, and local licenses and permits required for the transport of diagnostic/ biohazard specimens.

J. PERIOD OF PERFORMANCE

Services are required for a period of base plus 4 option years. Base year for services shall begin on or about 07/29/19.

Service will not be needed on the National Holidays listed below:

New Year’s Day – January 1st

Martin Luther King ‘s Birthday – third Monday in January.

President’s Day - Third Monday in February

Memorial Day - Last Monday in May

Independence Day – July 4th

Labor Day – First Monday in September

Columbus Day – second Monday in October

Veterans Day – November 11

Thanksgiving Day – Fourth Thursday in November

Christmas Day – December 25th

K. CONTINGENCY PLAN

Inclement weather. The Vendor shall develop a contingency plan within five (5) business days after award to address possible inclement weather conditions. The plan shall provide all Community Based Outpatient Clinics, VA laboratory staff, and the COR with notifications early enough to provide the appropriate staff time to notify veteran patients that laboratory services need to be rescheduled. The Vendor shall immediately notify the COR or VA lab personnel via phone and email communications of emergent road closures authorized by the STATE, STATE, or STATE DOT.

The Vendor shall develop a contingency plan within five (5) business days to ensure uninterrupted daily scheduled courier services for VA. This plan shall be reviewed annually by the Vendor, the COR, and other designated VA lab personnel.

L. VENDOR VEHICLES

Within five (5) business days after award, the vendor shall provide the following:

1) Number of vehicles, including make, model, and license plates

2) Vendor vehicles and storage areas used in the performance of this contract must be licensed and meet the minimum requirements as mandated by the State of Louisiana.

3) Vehicles shall have the company name/logo prominently displayed.

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

5) The Vendor shall provide comprehensive automobile liability insurance required by the States of Louisiana.

Thee Vendor shall provide certified proof of automobile liability insurance for all vehicles used by the Vendor in the performance of this contract.

6) Vendor vehicles must be maintained in a sanitary clean condition, absent of foreign debris and contaminants.

7) All vehicles must be in good working condition with all doors and trunks able to fully close and lock.

Unattended vehicles with VA contents shall be locked at all times.

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

a) Bicycles

b) Motorcycles

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

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

M. REPORTS AND DELIVERABLES

The Vendor shall be responsible for complying with all reporting and deliverable requirements established by the award. Vendor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Vendor shall comply with award requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. All reports and deliverables are to be sent by electronic mail unless otherwise specified by the CO or COR.

The following are brief descriptions of required documents that must be submitted by Vendor:

What Submit as noted Submit To

List of Vendor Vehicles, including number of vehicles, make/model, and license plates

Within five (5) business days after award

COR

List of Vendor drivers, including names and states of licensure

Within five (5) business days after award

COR

Provide contingency plan Within five (5) business days after award

COR

Insurance Certificate Within five (5) business days after award

CO with cc to

COR

Quality Control Plan: Description and reporting reflecting the Vendor’s plan for meeting of award requirements and performance standards

Within 10 business days after award CO with cc to

COR

Completion of Required Training

Within five (5) business days after receiving notice to proceed on cleared Vendor personnel from CO

CO and COR

N. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Vendor will be evaluated in accordance with the QASP.

The QASP provides a systematic method to evaluate performance for the stated award.

This QASP explains the following:

• What will be monitored?

• How monitoring will take place.

• Who will conduct the monitoring?

• How monitoring efforts and results will be documented.

This QASP does not detail how the vendor accomplishes the work. Rather, the QASP is created with the premise that the vendor is responsible for management and quality control actions to meet the terms of the award. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the vendor through award modification. Copies of the original QASP and revisions shall be provided to the vendor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

a) Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the award terms, and shall safeguard the interests of the United States in the contractual relationship.

The CO shall also assure that the Vendor receives impartial, fair, and equitable treatment under this award. The CO is ultimately responsible for the final determination of the adequacy of the Vendor’s performance.

b) Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the award and shall assure proper Government surveillance of the Vendor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Performance Standards:

The Vendor is responsible for performance of ALL terms and conditions of the award. CORs will provide progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant award. The performance standards outlined in this QASP shall be used to determine the level of vendor performance in the elements defined.

Performance standards define desired services. The Government performs surveillance to determine the level of vendor performance to these standards.

Methods of QA Surveillance:

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

• Direct observation: 100% surveillance

• Periodic inspections: inspections scheduled and reported quarterly per COR delegation or as needed.

• Validated user/customer complaints: data will be collected from actual patient complaints. Complaints will be investigated and verified.

• Random sampling: vendor log books will be reviewed by COR for compliance

• Verification and/or documentation provided by vendor: vendor provided information on services provided to COR.

Performance Requirements:

The Performance Requirements are listed below. The Government shall use these standards to determine vendor performance and shall compare vendor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the vendor on the BPA and for purposes of providing the CO with information for inclusion on CPARS:

Measures Performance

Requirement

Acceptable Quality Level

Surveillance

Method

1. Urgent requests for local delivery.

a. Picked up within 40 minutes.

b. Delivery less than 15 minutes after pick-up.

Vendor to adhere to pick up and delivery times (SOW, Route Dimension)

100% Random sampling (review of Log Book)

2. Vendor shall submit accurate invoices

Vendor to submit accurate invoices (IAW FAR 52.232-33 and VAAR Clause 852.232-72)

95% Direct observation (review of invoices)

3. Regular deliveries:

SOUTHEAST

LOUISIANA

VETERANS HEALTH

CARE

SYSTEM(SLVHCS) and five (5) CBOCS

Vendor to meet delivery timelines (SOW under “Daily Courier Service”)

95% Random sampling (Review of Log Book)

4. User/Customer Complaints

Vendor has a plan in place for handling complaints and all complaint responses are submitted to the COR or CO within two (2) business days of complaint

100% Verification provided by vendor/Validated user and customer complaints (response and documentation from vendor)

If vendor performance does not meet the Acceptable Quality level, the CO shall inform the Vendor. 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 determines 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 vendor's program manager for corrective action.

The Vendor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Vendor is required to prepare a corrective action plan to document how the Vendor shall correct the unacceptable performance and avoid a recurrence.

The CDR will also state how long after receipt the Vendor has to present this corrective action plan to the CO. The Government shall review the Vendor's corrective action plan to determine acceptability. The CO is ultimately responsible for the final determination of the adequacy of the vendor’s performance and the acceptability of the vendor’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 vendor past performance on CPARS.