Attachment 1 - Statement of Work - Revision 1.pdf

36C25622Q0100 0001 Attachment 1 Revision 1

STATEMENT OF WORK

COURIER SERVICES

Veterans Healthcare System of The Ozarks (VHSO) (11/29/2021)

1. SCOPE

The contractor shall provide all parts, labor, tools, materials, equipment, transportation, and supervision necessary to perform courier services in complete and strict accordance with the contract and all attachments thereto.

2. GENERAL

2.1. The Department of Veterans Affairs (VA) currently utilizes a service type contract to provide for commercial courier services for the main campus of the Veterans Health Care System of the Ozarks (VHSO) – Fayetteville, AR, and the Community-Based Outpatient Clinics (CBOC) in Ft. Smith, AR; Ozark, AR; Jay, OK, Springfield MO, Joplin, MO, Branson MO, Harrison AR, Little Rock and Fayetteville to DFI Technologies Inc. in Greenland, AR, a suburb of Fayetteville, AR.

2.2. Prior to first delivery, contractor must provide proof to the Contracting Officer Representative (COR) of: Vehicle availability, properly operational vehicle capable of operating and performing daily in accordance with the requirements of daily and weekly performance under the conditions required to insure no issues or lapse in performance. Contractor shall provide adequate spill kits for vehicles, and DOT driver training certification for transportation of laboratory specimens and soiled (dirty) RETURN MEDICAL EQUIPMENT. Training requirements shall be in accordance with 49 CFR, Part 172, Subpart H. The training includes:

2.2.1. General Awareness/Familiarization

2.2.2. Safety

2.2.3. Function awareness

2.2.4. Security Awareness

2.2.5. In-depth Security

2.3. Contractor shall provide a copy of driver training certification identified above.

Drivers are required to be certified in the states of operation (AR, MO and OK). Copies of driver’s training certificate shall be submitted with offer. No driver shall be allowed to operate without training certificate. Contractor shall notify the COR at time any driver change is made and ensure training certificate is approved by COR prior.

2.4. Courier staff shall segregate and deliver items to appropriate locations within the VHSO system to ensure pharmaceuticals arrive at the appropriate Pharmacy point of contact, laboratory specimens arrive at the Pathology & Laboratory Medicine Service, mail arrives at the mail room, etc.

2.5. VHSO staff shall appropriately prepare all items for transport including packaging in CO coolers with contractor provided dry ice. VHSO staff must appropriately label all items. The contractor shall maintain items for transport

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2.6. The contractor must maintain confidentiality of names and samples in accordance with HIPAA guidelines. The pharmacy has locked coolers for transport of veteran information on pharmaceuticals for security of patient information. The lab coolers are to be taped shut when transported to and from clinics for security of patient information. These coolers cannot be transported unless they are sealed with tape or a locking cooler. The coolers are to be opened only by the clinic or lab with the authorization to do so.

2.7. Contractor will transport pharmaceuticals with special handling requirements to various CBOC’s as required by Pharmacy Service. Pharmacy Service will provide a medical grade portable freezer and appropriate power supply on days when this is needed. Freezer and power supply will be returned to Pharmacy by close of business on that day. Transport will require temperature monitoring upon pickup and upon delivery with receipt of monitor back to Pharmacy service.

3. ACRONYMS

This section lists acronyms that are used in this Statement of Work and other parts of the solicitation.

AOD – Administrative Officer of the Day - VHSO 479-443-4301 x65331 CFE – Contractor Furnished Equipment COR - Contracting Officer Representative DOT – Department of Transportation FDA – U.S. Food & Drug Administration GFE – Government Furnished Equipment HIPAA - Health Insurance Portability and Accountability Act OGA – Other Government Agency (Other than VA) OSHA – U.S. Department of Labor, Occupational Safety and Health Administration P&LMS – Pathology & Laboratory Medicine Service VA – Department of Veterans Affairs VHA – Veterans Health Administration VHSO – Veterans Healthcare System of the Ozarks VISN – Veterans Integrated Service Network

4. REQUIREMENTS

4.1. Courier services include pickup and delivery of daily items of business between the CBOC’s the main VHSO campus and Little Rock VA Medical Center. Items picked up and delivered include medium packages, mail, small (handheld) medical equipment items, general office supplies, small amounts of clean linen and medical supplies.

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4.2. Courier operations will be conducted each workday between the VHSO mail location, listed below as “VHSO Main” and each pickup/drop off location listed below according to the schedule.

4.3. The clinics will be open Monday thru Friday, from 8am to 4:30pm excluding the federal holidays. Labs operate 24/7. All listed facilities observe the following holidays, with the exception of labs:

New Year’s Day Martin Luther King’s Birthday Washington’s Birthday Memorial Day Independence Day Labor Day Columbus Day Veterans’ Day Thanksgiving Day Christmas Day

Any other day specifically declared by the President of the United States to be a national holiday. It should be noted that if a holiday falls on Saturday, it is observed on Friday. If a holiday falls on Sunday, it is observed on Monday.

The outpatient clinics will not be open on these holidays.

4.4. Flexibility regarding sequencing of the VHSO campus pick up stops 4.5.1 through 4.5.4 is allowable, however all locations 4.5.1 through 4.5.4 will be checked each day to ensure all items have been picked up timely.

4.5. Pickup and Drop off locations:

4.5.1. VHSO Main

Mail Room Bldg. 8 1100 N. College Fayetteville, AR 72703

4.5.2. VHSO AOD (After 4:30 pm)

Emergency Dept.

1100 N. College Fayetteville, AR 72703

4.5.3. VHSO Lab

4th floor, bldg. 2 1100 N. College Fayetteville, AR 72703

4.5.4. VHSO Pharmacy

First floor, bldg. 1 1100 N. College Fayetteville, AR 72703

4.5.5. Ft. Smith CBOC

1500 Dodson Ft. Smith, AR 72917

4.5.6. Ozark CBOC

2713 W. Commercial Ozark, AR 72949

4.5.7. Jay CBOC

1569 Main Street Jay, OK 74346

4.5.8. DFI Mail Sorting

947 N. Main Fayetteville, AR 72701

4.5.9. Springfield CBOC

1850 W. Republic Rd

Springfield MO 65807

4.5.10. Joplin CBOC

3015 South Connecticut Ave Joplin, MO 64804

4.5.11. Branson CBOC

5571 N. Gretna Rd Branson, MO 65616

4.5.12. Harrison CBOC

814 US Highway 62-65 Suite 8 Harrison AR, 72601

4.5.13. Little Rock VA Medical Center, Client Services for Lab specimens Room 2D 162 4300 W 7th Street Little Rock Ar, 72205-5446 Phone 501-257-4668

4.6. Daily courier runs will begin at the VHSO campus, locations 4.5.1 through

4.5.4 and 4.5.13 except for the run to Little Rock, between the hours of 8:00 am and 11:00 am or depending on the destination of the courier trip. Arrival and departure times are governed by several clinical factors and where stated, must be followed on each trip.

4.7. Trips may be combined for the convenience of the contractor: Ft. Smith AR CBOC and Ozark, AR. CBOC, Joplin MO CBOC, Harrison AR CBOC, Springfield MO CBOC, Branson MO CBOC, and Jay OK. However, the above established times must be strictly adhered to. All trips are Monday thru Friday unless otherwise indicated.

4.7.1. Trip 1 - VHSO to Ft. Smith CBOC & return:

4.7.1.1. Pick up items from VHSO no earlier than 8:00am

4.7.1.2. Arrive in Ft. Smith, pick up and depart Ft. Smith CBOC no earlier than 2:30pm.

4.7.1.3. Return to VHSO by 4:30 pm. Lab items will be taken to P&LMS location 4.5.3, mail will be taken to the mailroom location 4.5.1, pharmacy items will be taken to Pharmacy location 4.5.4; mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.2. Trip 2 - VHSO to Jay CBOC & return

4.7.2.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.2.2. Arrive in Jay, OK, pick up and depart Jay CBOC no earlier than 2:30 pm.

4.7.2.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to

P&LMS location 4.5.3, pharmacy items will be taken to Pharmacy location 4.5.4, mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.3. Trip 3 - VHSO to Ozark CBOC & return

4.7.3.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.3.2. Arrive in Ozark, AR, pick up and depart Ozark CBOC no earlier than

2:30 pm.

4.7.3.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to

P&LMS location 4.5.3, pharmacy items will be taken to Pharmacy location 4.5.4, mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.4. Trip 4 – VHSO to DFI Mail Sorting

4.7.4.1. Pick up items from VHSO no earlier than 11:30am

4.7.4.2. Drop mail items at DFI Mail no later than 2:00pm.

4.7.5. Trip 5 – VHSO to Joplin CBOC and return

4.7.5.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.5.2. Arrive Joplin CBOC. Depart Joplin CBOC no earlier than 2:30 pm.

4.7.5.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to

P&LMS location 4.5.3, pharmacy items will be taken to Pharmacy location 4.5.4, mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.6. Trip 6 – VHSO to Springfield CBOC and return

4.7.6.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.6.2. Arrive Springfield, MO CBOC, Depart Springfield CBOC no earlier than 2:30 pm.

4.7.6.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to

P&LMS location 4.5.3, pharmacy items will be taken to Pharmacy location 4.5.4, mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.7. Trip 7 – VHSO to Branson and return

4.7.7.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.7.2. Arrive in Branson CBOC. Depart Branson CBOC no earlier than 2:30 pm.

4.7.7.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to

P&LMS location 4.5.3, pharmacy items will be taken to Pharmacy location 4.5.4, mail will be taken to the mailroom location 4.5.1 or after hours to the AOD location 4.5.2.

4.7.8. Trip 8 – VHSO to Harrison AR CBOC 1 day per week on Tuesday ONLY

4.7.8.1. Pick up items from VHSO no earlier than 8:00 am.

4.7.8.2. Arrive at Harrison CBOC. Depart Harrison CBOC no earlier than

2:30pm.

4.7.8.3. Return to VHSO no later than 4:30 pm. Lab items will be taken to P&LMS location 5.4.3, pharmacy items will be taken to Pharmacy.

4.7.9. Trip 9 – VHSO to Little Rock VA Medical Center and return, Monday thru

Saturday

4.7.9.1. Pick up items from VHSO Lab no earlier than 5:00pm.

4.7.9.2. Arrive Little Rock VA Medical Center location 4.5.13 no later than

8:30 pm

4.7.9.3. Return to VHSO Lab if any items will be taken to P&LMS location

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4.8. Items may not be retained overnight. If any item cannot be delivered the courier driver will immediately report the circumstances to the AOD for resolution. Any mail deliveries occurring at VHSO after 4:30 pm shall be delivered to the AOD.

4.9. Accidents involving any courier vehicle carrying GO property will be immediately reported by the driver to the Chief of Logistics. If after 4:30pm to the VHSO AOD. The contractor will take steps to protect all GO property until pick up from an accident site can be arranged.

5. GOVERNMENT-FURNISHED EQUPMENT (GFE)

The Government will furnish the following to be used strictly for performance of this contract:

5.1. Totes for transporting medical instruments, containers for lab specimen and pharmaceutical mailers will be provided as GO property by the VHSO.

5.2. Medical grade transport freezer to be used to transport pharmaceuticals from VHSO main campus to various CBOC (not every day and only one in transport per day).

6. CONTRACTOR-FURNISHED EQUIPMENT (CFE)

6.1. All equipment and materials required to perform the contract (other than what is specifically listed in section 6, Government-Furnished Equipment shall be provided by the contractor. CFE shall be maintained by the contractor without additional cost to the Government. CFE shall be kept in good operating condition and appearance, in accordance with applicable regulations, standards and normal good practices.

6.2. The contractor will be required to provide spill kits for each vehicle used, and train drivers on proper use of the spill kits to contain spilled blood, specimens, or chemicals.

6.3. The contractor will be required to provide coolers and dry ice to maintain cold temperatures of specimens during transportation.

6.4. Size Average Load. The contractor vehicles will have the capability to carry of up to 127 cubic feet interior volume protected from the elements.

7. QUALITY ASSURANCE REQUIREMENTS

7.1. The contractor will provide a delivery ticket for each delivery indicating items picked up, originating location and destination. A copy of the delivery ticket will be left with the point of contact where the pickup occurred.

7.2. The contractor will immediately report to the destination point of contact, and the COR any items that appear to have been compromised during delivery.

This includes items packed for temperature sensitivity that may have reached high temperatures, items labeled with patient information where labels have come off, or items that opened during transport.

7.3. Items selected for transport to an approved gaining facility from VHSO that require specialized temperature and humidity controls will be transported and stored in a temperature and humidity-controlled environment until the appropriate time of transfer has been reached. Contractor will be provided with an appropriate temp/humidity monitor as well as a log to complete and deliver to destination point-of-contact. Upon successful transport and delivery of these items, VHSO staff will perform an inspection to verify that the items were delivered within acceptable physical integrity and appearance parameters, as well as appropriate temperature and humidity constraints.

Appropriate annotations will then be made to receiving log.

7.4. When transporting pharmaceuticals with the medical grade freezer, it must stay under constant power and be capable of maintaining -30°F. A log will be kept to record temperatures at pick-up and drop-off to ensure temperature stability. This log must be returned to the sending service (Pharmacy) upon daily return.

7.5. The contractor will haul the entire load daily. They will be responsible for any vehicle break downs or disruptions to the service. To not interrupt service to our veterans. The contractor will have a backup plan for break downs or problems with their drivers. They will also have back up drivers if needed.

7.6. Contractor shall provide liability insurance (at replacement value) or identical physical replacement for damage to VHSO owned medical grade transport freezer for damage during transport.

8. NON-PERFORMANCE

The Contractor shall perform unless informed by the COR service cannot by performed due to inclement weather (ice, snow, etc.). The Contractor is required to contact the COR for COR’s determination/approval in these cases prior to nonperformance.

Invoices for these nonperformance days shall be reduced by the rate of 1/30th of the monthly price identified in Section B.1 (Price Schedule) of the contract.

9. SUPPLEMENTAL INSURANCE REQUIREMENTS

Within five (5) business days of receiving a notice of award from the Contracting Officer, the contractor must provide a copy of general liability insurance coverage required by contract clause CL-120, without any exclusionary clauses for asbestos that would void the general liability coverage.

10. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING

ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL

CONTRACTORS

10.1. Contractor employees who work in or travel to VHA locations must comply with the following Documentation requirements:

10.1.1. If fully vaccinated, shall show proof of vaccination.

NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination

10.1.2. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

10.1.3. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

10.1.4. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

10.2. Employee Screening:

10.2.1. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

10.2.2. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

10.3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”