Attachment 1 - Statement of Work - Revision 1.pdf

36C25622Q0189 Attachment 1 Revision 1

STATEMENT OF WORK

MEDICAL COURIER SERVICES

Central Arkansas Veterans Healthcare System (CAVHS) (December 23, 2021)

1. SCOPE

The contractor shall provide all parts, labor, tools, materials, equipment, transportation, and supervision necessary to provide medical courier services for the Central Arkansas Veterans Healthcare System (CAVHS), and associated community Based Outpatient Clinics (CBOC’s) located in Conway, El Dorado, Hot Springs, Mena, Mountain Home, Pine Bluff, Russellville, and Searcy Arkansas. Services shall be provided daily as described below during normal business hours.

2. GENERAL

2.1. The primary purpose of the courier service is be for the purpose of transporting collected laboratory specimens from each of the VA Staffed and contracted CBOCs to the main laboratory, located at 4300 West 7th Street, Little Rock, AR 72205. The points of contact at the CBOCs are the laboratory personnel at each individual CBOC.

2.2. Pickup and delivery times shall be during normal operating hours of each CBOC. All federal holidays, excluded. Federal holidays are available at the Federal Holidays (opm.gov)

2.3. At no time shall a contractor employee be considered or treated as a VA employee.

2.4. Normal business hours for Conway, El Dorado, Russellville, and Searcy are

7:30 AM-4:00 PM.

2.5. Normal business hours for Hot Springs, Mena, Mountain Home, and Pine Bluff are 8:00 AM-4:30 PM.

2.6. Items to be transported include inter-office correspondence, pharmaceuticals, expendable and nonexpendable commodities, x-rays, lab specimens, patient records, forms, equipment and/or other items as required.

2.7. This service will be of two types: the first is “scheduled trips” and second is “as-needed trips” as described below.

2.8. Prior to first delivery, contractor must provide proof to the Contracting Officer Representative (COR) of: Vehicle availability with no less than 125 cubic feet of climate-controlled cargo space. 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, DOT driver training certification for transportation of laboratory specimens, soiled (dirty) RETURN MEDICAL EQUIPMENT. Training requirements shall be in accordance with 49 CFR, Part 172, Subpart H. The training includes:

2.8.1. General Awareness/Familiarization

2.8.2. Safety

2.8.3. Function awareness

2.8.4. Security Awareness

2.8.5. In-depth Security

2.9. 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.

3. SCHEDULES

3.1 One roundtrip courier service trip from Searcy CBOC 1120 S. Main Street Searcy, AR 72142 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours. The suggested pickup time for this run is approximately 15:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.2 One roundtrip courier service trip from Conway CBOC 1520 East Dave Ward Drive Conway, AR 72032 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 7:30 AM-4:00PM.

The suggested pickup time for this run is approximately 14:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.3 One roundtrip courier service trip from El Dorado CBOC 1702 N. West Ave. El Dorado, AR 71730 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 7:30 AM-4:00 PM.

The suggested pickup time for this run is approximately 15:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.4 One roundtrip courier service trip from Mena CBOC 300 S. Morrow Ave.

Mena, AR 71953 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 8:00 AM-4:30 PM. The suggested pickup time for this run is approximately 13:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.5 One roundtrip courier service trip from Russellville CBOC 3106 West 2nd Ct. Russellville, AR 72801 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR

72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 7:30 AM-4:00 PM.

The suggested pickup time for this run is approximately 13:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.6 One roundtrip courier service trip from Hot Springs CBOC 177 Sawtooth Oak Drive Hot Springs, AR 71901 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 8:00 AM-4:30 PM. The suggested pickup time for this run is approximately 15:30 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.7 One roundtrip courier service trip from Pine Bluff CBOC 2906 Market Street Pine Bluff, AR 71603 to Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205, Monday through Friday, excluding federal holidays. Pickup and delivery times shall be during normal operating hours of 8:00 AM-4:30 PM.

The suggested pickup time for this run is approximately 13:00 p.m. The official pick-up and drop off point at the Central Arkansas Veterans Healthcare System VA Medical Center 2nd Floor Room 2D-171.

3.8 Supply Delivery Only from Central Arkansas Veterans Healthcare System VA Medical Center (CAVHS) 4300 W. 7th St. Little Rock, AR 72205 to Mountain Home CBOC 405 Buttercup Dr. Mountain Home, AR 72653, on a scheduled basis.

3.9 In addition, the courier service will pick up expendable medical supplies on a scheduled basis from the John L. McClellan Medical Center, 4300 w. 7th St, Little Rock, Arkansas, 72205, Room, GE 113. The supplies will be delivered as required to each of the CBOCs listed above. The expendable medical supplies shall be delivered during the normal operating hours. The courier may coordinate with the service and/or CBOC to streamline efficiency.

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

4. SPECIFICATION OF PRODUCT AND SPECIAL REQUIREMENTS

4.1. The courier service must pick up laboratory specimens each day Monday – Friday, from the VA Staffed CBOC laboratories in Searcy, Russellville, Hot Springs, Conway, El Dorado, Mena and Pine Bluff and deliver these specimens to the Little Rock VA, 4300 W. 7th Street, Little Rock, AR 72205 Room 2D-171 . Pickup and delivery times shall be during normal operating hours. Suggested pickup times are as follows but can be adjusted to allow for the least number of trips (all time are approximate).

LOCATION POC TELEPHONE PICK-UP

DELIVERY TO

CAVHS (NLT)

Mena CBOC (501) 609-2700 13:00 M-F 19:00 Pine Bluff CBOC (870) 850-8200 13:00 M-F 19:00 Russellville CBOC (479) 880-5100 13:00 M-F 19:00 Conway CBOC (501) 548-0500 14:00 M-F 19:00 El Dorado CBOC (870) 875-5900 15:00 M-F 19:00 Searcy CBOC (501) 207-4700 15:00 M-F 19:00 Hot Springs CBOC (501) 520-6250 15:30 M-F 19:00 Mountain Home CBOC (870) 424-4109 15:30 (as needed) 19:00

4.2. Central Arkansas Veterans Healthcare System/ P&LMS will provide the specimen transportation container for the laboratory specimens. The specimen transportation container will follow the regulations as established by the Department of Transportation. The containers will have a lock that can only be opened by CAVHS personnel. The specimen transportation container will have a controlled temperature environment that will provide acceptable temperature control of between 2-8°C for refrigerated specimens and -10 to -20°C for frozen specimens.

4.3. The courier service will transport the specimen container in a manner to maintain acceptable specimen temperatures. The specimen transportation container will be checked upon delivery of the laboratory specimens to determine that the laboratory specimens have been maintained at an acceptable temperature and that the transport container has remained securely locked. The temperature check will be conducted by P&LMS employees by using the infrared scanner. The courier will be responsible for delivering transportation container back to the individual CBOC locations for further specimen transportation.

4.4. Central Arkansas Veterans Healthcare System/ P&LMS will provide a lockable mail bag for each CBOC. The vendor will be responsible for pickup of any mail at the seven VA-staffed CBOCs and will deliver the mail to the CAVHS laboratory when the specimens are delivered.

4.5. At the time the specimens are delivered to CAVHS laboratory, any outgoing supplies or mail in the lab holding area that needs to be delivered to a CBOC will be picked up and delivered to the respective CBOC the next day. This will be Monday-Friday only. There will not be a pickup on Friday afternoon for Monday delivery.

4.6. The Courier Service will notify the COR if there will be a delay in picking up specimens. This will need to be done immediately upon realization that the schedule cannot be maintained. If there is not going to be a pickup, such as inclement weather, the courier service will coordinate this with the COR as soon as possible.

4.7. The courier service must pick up and deliver expendable supplies on an unscheduled basis Monday-Friday, from the Central Arkansas Veterans Healthcare System Medical Center 4300 W. 7th Street Little Rock, AR 72205 Room GE113. The days of delivery for each CBOC will be determined as needed. The approximate number of deliveries for the CBOCs are listed in the chart below:

4.8. Deliver these items to the identified CBOC front desk in Searcy, Russellville, Hot Springs, Conway, El Dorado, Mena, Pine Bluff, and Mountain Home.

Expendable supplies will be available for pickup from 0700-1530 Monday – Friday; deliveries at the CBOCs will be accepted during normal pick-up hours identified in 4.1 above.

4.9. The courier service will pick up and return expendable supplies and/or equipment, not to exceed 10 pounds per container, as requested during each CBOC visit, and deliver to the John L. McClellan Medical Center 4300 W. 7th Street Little Rock, AR 72205 Room GE113. The Vendor shall be responsible to maintain a temperature-controlled environment between 68 to 78 degrees Fahrenheit and a relative humidity level between 65 to 72 percent in vehicle or storage areas.

4.10. The courier service will take all necessary measures to prevent contamination of expendable supplies in transit. Items must be kept out of contact with environmental hazards such as dust, snow, and rain. The Vendor personnel drivers shall not leave vehicles in extreme heat or cold while specimens, sterile supplies, and pharmaceuticals are being transported. The Vendor shall be responsible for failures by the Vendor to ensure established environmental controls are maintained, of which results in damage or deterioration of laboratory specimens, supplies, or pharmaceuticals. Should specimens and/or transported items be lost, broken, or otherwise damaged, the Vendor shall be required to submit a preliminary summary incident report to the COR within 24 hours of the incident. The Vendor shall provide a written incident report explaining the details of the incident; specifically, what caused the incident (who, what, where, when, and how) within seventy-two hours of the incident. The courier will supply additional plastic bags in case shipping bags become compromised during shipment. Supplies can remain in compromised bag and placed in new bag.

4.11. The Courier Service employees shall wear a uniform and identification so that CAVHS employees can readily identify them as employees of the courier service. The employee(s) of the courier service will be expected to be professional and prompt in reporting to the CBOCs for delivery and pickup.

CBOC Trips per month (Approximate) Russellville 6 Searcy 6 Conway 6 El Dorado 6 Mena 6 Mountain Home 6 Hot Springs 6 Pine Bluff 6

4.12. The Courier Service will notify the COR if there will be a delay in picking up expendable supplies. If there is not going to be a pickup, such as inclement weather, the courier service will coordinate this with the COR as soon as possible.

5. CONFIDENTIALITY AND NONDISCLOSURE

The Contractor understands and agrees that confidential information (patients, employee, or facility) must always be secured and protected. The Contractor and its personnel shall be held liable in the event a breach of confidentiality occurs because of the Contractor or its employees. The Contractor shall sign a Business Associates Agreement, as required in VHA Handbook 1600.01, Business Associate Agreements.

Any person who knowingly or willingly discloses confidential information belonging to the VA Medical Center may be subject to fines.

6. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.1. POSITION SENSITIVITY: The position sensitivity / risk level has been designated No sensitive/Low Risk.

6.2. BACKGROUND INVESTIGATION: The level of background investigation commensurate with the required level of access is Minimum.

6.3. CONTRACTOR RESPONSIBILITIES: The contractor shall bear the expense of obtaining background investigations commensurate with the required level of access which is Minimum.

6.3.1. The contractor shall submit, or have their employees submit the following required forms legibly typed to the Contracting Officer.

6.3.1.1. VCS Forms 1, 2 and 3

6.3.1.2. Fingerprints (can be performed at CAVHS or local police station)

6.3.1.3. Optional Form 306, “Declaration for Federal Employment”

6.3.1.4. Contractor Rules of Behavior.

6.3.2. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract/

6.3.3. Failure to comply with contractor personnel security requirements may result in termination of the contract for default.

7. CONTINUITY OF SERVICE/REPLACEMENT STAFF

The Contractor point of contact shall ensure that qualified personnel are available to provide coverage during scheduled and unscheduled absences of primary contract providers or when they will be unable to provide services for one (1) or more consecutive days.

8. PRIVACY OFFICER, INFORMATION SECURITY OFFICER, AND RECORDS

MANAGER

8.1. INFORMATION SYSTEMS OFFICER, INFORMATION PROTECTION:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

8.2. PRIVACY OFFICER:

The contractor will not have access to protected Patient Health Information (PHI) and nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

8.3. RECORDS MANAGER:

8.3.1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552);

Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

8.3.2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

8.3.3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

8.3.4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

8.3.5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

8.3.6. The Government Agency owns the rights to all data/records produced as part of this contract.

8.3.7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract.

Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

9. VHA SUPPLEMENTAL CONTRACT REQUIREMENTS FOR ENSURING

ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS

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

9.1.1. 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

9.1.2. 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.

9.1.3. 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.

9.1.4. 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.

9.2. Employee Screening:

9.2.1. 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.

9.2.2. 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.

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

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745046109221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=eGqhO2AYJ7eUyDP92nURiNMZpvnot64nggj8MtDKgvU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745046109221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=eGqhO2AYJ7eUyDP92nURiNMZpvnot64nggj8MtDKgvU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.va.gov%2Fcovid19screen%2F&data=04%7C01%7C%7C180e5dd7385a45f5f9d008d98dcf9308%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C637696745046109221%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=eGqhO2AYJ7eUyDP92nURiNMZpvnot64nggj8MtDKgvU%3D&reserved=0

10. SUPPLEMENTAL INSURANCE REQUIREMENTS

10.1. Workers' compensation and employer’s liability: Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a Contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000.00 is required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers.

10.2. General Liability: $500,000.00 per occurrences.

10.3. Automobile liability: $200,000.00 per person; $500,000.00 per occurrence and

$20,000.00 property damage.

10.4. The successful bidder must present to the Contracting Officer, prior to award, evidence of general liability insurance without any exclusionary clauses for asbestos that would void the general liability coverage.

10. SUPPLEMENTAL INSURANCE REQUIREMENTS