36C25719Q0831-003.docx

MARCH 12, 2010 VA HANDBOOK 6500.6

APPENDIX D

APPENDIX D

STATEMENT OF WORK TRANSPORT SERVICES

The Department of Veterans Affairs, VA North Texas Health Care System (VANTHCS) Pathology & Laboratory Medicine Service (P&LMS) located at the Dallas Veterans Medical Center, Dallas, Texas, intends to award a contract for the provision of laboratory courier services. The Contractor shall provide regularly scheduled pick-ups of laboratory specimens and laboratory supplies from various locations noted below and deliver to the P&LMS locations throughout the VA North Texas Health Care System.

I. DESCRIPTION OF RESPONSIBILITIES

The contractor shall furnish all labor, tools, materials, equipment, and supervision necessary to provide same day pickup and delivery of routine and emergency reagents, blood and/or blood products, lab products, and specimen courier services for the VA North Texas Health Care System.

A. Daily pickup from Community Based Outpatient Clinics (CBOCs):

1. Decatur CBOC, 1713 South FM 51, Decatur, TX 76234

2. Denton CBOC, 2223 Colorado Blvd, Denton, TX 76205

3. Greenville CBOC, 4006 Wellington Rd., Suite 100, Greenville, TX 75401

4. Granbury CBOC, 601 Fall Creek Hwy., Granbury, TX 76049

5. Polk Street VA Clinic, 4243 S. Polk Street, Dallas, TX 75224

6. Plano CBOC, 3804 W 15th Street, Plano, TX 75075

7. VA Fort Worth Outpatient Clinic, 2201 SE Loop 820, Ft. Worth, TX 76119

8. Grand Prairie CBOC, 2737 Sherman Street, Grand Prairie, TX 75051 Daily delivery to:

1. Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 B. Daily pickup from:

1. Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 Daily delivery to:

1. UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390:

a) Veripath Laboratories

· Virology

· Cytogenetics

· Molecular Diagnostics

· Immunohistochemistry

· Flow Cytometry

· Histocompatibility

· Immunodermatology

b) Andrology

c) Hemostasis

d) Mineral Metabolism Intermittent delivery to:

1. UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390:

e) Veripath Laboratories

· Virology

· Cytogenetics

· Molecular Diagnostics

· Immunohistochemistry

· Flow Cytometry

· Histocompatibility

· Immunodermatology

f) Andrology

g) Hemostasis

h) Mineral Metabolism

2. VA Fort Worth Outpatient Clinic, 2201 SE Loop 820, Ft. Worth, TX 76119 C. Intermittent pickup from:

1. UTSW Campus including Clements University Hospital, 6201 Harry Hines Blvd., Dallas, Texas 75390, and the BioCenter at Southwestern Medical District, 2330 Inwood Road, Dallas, TX 75390 Delivery to:

1. Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, Texas 75216 Other sites may be added or deleted as need arises as routine or intermittent pick up and/or delivery sites.

II. FEE SCHEDULE

Contractor to determine routes by segments in advance. One rate shall be charged for each segment of the pickup and/or delivery route.

III. GOODS TRANSPORTED

A. Items to be transported will consist primarily of small prepackaged containers and/or coolers containing lab specimens from each pickup location. Shipments may also include:

1. Envelopes

2. Small boxes containing mail

3. Medical records

4. X-ray films

5. Supplies All shipments will be clearly labeled. The VAMC and CBOCs will be responsible for proper packaging and labeling.

B. The contractor shall maintain proper temperature in vehicles to preserve medical supplies, specimens, and films.

C. The contractor shall provide temperature monitoring devices for each container used to transport specimens. Temperatures of containers holding specimens will be monitored by P&LMS staff.

D. The contractor shall provide insulated transport containers for the pickup/delivery of specimens.

E. The contractor shall also furnish various types of puncture-proof containers (coolers) for test specimens, which shall be labeled “biohazard.”

F. Vehicles shall not be left in extreme heat or cold while specimens and films are being transported.

G. Occasionally, the contractor shall be required to transport shipments containing dry ice. Dry ice is used to transport certain specimens and is not expected on a routine basis.

IV. COURIER RESPONSIBILITES

A. The contractor assumes all liability risks for work performed under this contract. The contractor must assume total liability for all contract employees. 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.

B. The cargo may contain bio-hazardous material and dangerous goods. The contractor shall certify that all individuals involved in transporting clinical specimens have been trained and tested as specified in the training requirements of 49 CFR Part 172, Subpart H.

C. The contractor shall ensure that biohazardous material transport training for all individuals involved in transporting clinical specimens is up to date. The contractor may be required to provide proof of training for regulatory purposes.

D. All couriers transporting specimens under this contract shall display photo badges that identify them as a contract courier.

E. The contractor shall provide all vehicles and couriers needed to perform this effort.

F. The contractor is responsible for ensuring each vehicle is adequately stocked with at least one up-to-date complete “Spill Kit” for biohazard cleanup in case of leakage or accidental discharge. The contractor shall ensure individuals transporting goods have been trained in biohazardous spill clean-up procedures.

G. The contractor shall pick up all empty containers/coolers and other items from the delivery site and return them to the specified clinic locations at the next pick-up date/time.

V. PICKUP/DELIVERY SCHEDULE

A. Pickup and deliveries shall be made daily from each clinic (Monday-Saturday) except on Federal Holidays (as observed). Pickup times and days shall be established for each CBOC and Clinic by P&LMS.

National Holidays (The holidays observed by the Federal Government):

1. New Year’s Day

2. Martin Luther King’s Birthday

3. President’s Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veterans Day

9. Thanksgiving

10. Christmas Day

11. Any other day specifically declared by the President of the United States to be a National Holiday B. General Schedule of routine daily pickup and delivery routes.

1. AM pickup from the following locations for PM delivery to Dallas VAMC – P&LMS Client Services (214)-857-0666:

a) VA Fort Worth Outpatient Clinic (817)730-0074

2. PM pickup from the following locations for PM delivery to Dallas VAMC – P&LMS Client Services: (214) 857-0666:

a) Decatur CBOC (940) 627-7001

b) Denton CBOC (940) 891-6350

c) Greenville CBOC (903) 450-1143

d) Granbury CBOC (817) 326-3902

e) Plano CBOC (972) 801-4212

f) Polk Street VA Clinic (214) 372-8100

g) VA Fort Worth Outpatient Clinic (817)730-0074

h) Grand Prairie CBOC

3. PM pickup from Dallas VAMC – P&LMS Client Services: (214) 857-0666 for delivery to the following locations:

a) UTSW Campus and Veripath Laboratories (214) 633-0400 C. Changes in established pickup and delivery times will be negotiated between the contractor and the service.

D. The contractor shall give prior notification to each clinic at the phone numbers indicated below if the scheduled pick-up time cannot be met for any reason:

1. Dallas VAMC – P&LMS Client Services: (214) 857-0666 or (214) 857-0714

2. VA Ft. Worth OPC – (817) 730-0074

3. Denton CBOC – (940) 891-6350

4. Greenville CBOC – (903) 450-1143

5. Granbury CBOC – (817) 326-3902

6. Polk Street VA Clinic – (214) 372-8100

7. Plano CBOC – (972) 801-4212

8. Grand Prairie CBOC

VI. PERIOD OF PERFORMANCE

This agreement will be a base plus four option years contract starting 10/1/2019 – 9/31/2020.

VII. PATIENT PRIVACY/RELEASE OF MEDICAL INFORMATION

The contractor is responsible, in the transport of specimens, to ensure that all patient information remains confidential and is always kept in a secure manner while in the couriers’ possession.

VIII. CONTINUITY OF SERVICES

The contractor shall ensure that qualified personnel are available to provide pickup and delivery when staffing issues occur.

IX. HIPAA COMPLIANCE/ SECURITY REQUIREMENTS

A. Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPPA) of 1998 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).

B. The Certification & Authorization (C&A) requirements do not apply. A Security Accreditation Package is not required.

X. PHYSICAL SECURITY

The Contractor shall safeguard all government property, including controlled forms provided for contractor use. At the close of each work period, government equipment, facilities, and other valuable materials shall be secured.

XI. TRAINING

A. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1. Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

2. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

3. Successfully complete any additional privacy training, as required for VA personnel with equivalent information access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] B. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

C. The contractor shall ensure couriers receive annual biosafety training and triennial specimen transport training as required by OSHA. Training records will be made available by the contractor upon request for regulatory inspection purposes.

XII. RECORDS MANAGEMENT

A. All records (administrative and program specific) created during the period of the contract belong to VA North Texas Health Care System (VANTHCS) and must be returned to VANTHCS at the end of the contract.

XIII. QUALITY ASSURANCE

The Quality Assurance Surveillance Plan (QASP) and its performance will be used to determine Customer Satisfaction scores (CPARS). Customer satisfaction ratings are based on the average score for each category listed in the table below:

· Exceptional – 4

· Very Good – 3

· Satisfactory – 2

· Marginal – 1

· Unsatisfactory <1

(CPARS)

Repeat runs are minimal due to transport issues.

· Exceptional: 0

· Very Good: 1

· Satisfactory: 2

· Marginal: 3

· Unsatisfactory: >3

· Problem records

· Manifests Exercise of Option Period

Works with customer to resolve complaints.

· Transport records

· Problem records

· Manifests Exercise of Option Period

· Exceptional: 100%

· Very Good: 95-99%

· Satisfactory: 90-94%

· Marginal: 85-89%

· Unsatisfactory: <85%

· Troubleshooting records

· Manifests Exercise of Option Period

Invoices are itemized by the service received.

· Excellent: 95-100%

· Very Good: 90-94%

· Satisfactory: 85-89%

· Marginal: 80-84%

· Unsatisfactory: <80%

(CPARS)

· Exceptional: 100%

· Very Good: 95-99%

· Satisfactory: 90-94%

· Marginal: 85-89%

· Unsatisfactory: <85%

· Invoice records

· Transport records

· Problem records Exercise of Option Period

52.212-2 EVALUATION – COMMERCIAL ITEMS

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following evaluation factors listed, will be in descending order of importance, in order to evaluate all bids: Past performance, technical factors, and price. The technical factors and past performance evaluation factors will be rated more significantly and as more important than price in the evaluation of the final bids that will be received.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers.

1. The evaluation factors are:

a. Past Performance

b. Technical Factors

c. Price

2. Past Performance: Provide a minimum of three references below for courier services including names and phone numbers of responsible individuals who would have firsthand knowledge of performance. Past performance references with other clinical/medical facilities is preferred.

Name: _________________________________________________________

Address: _______________________________________________________

Contact Person: ________________________ Title: ___________________

Telephone Number: ______________________________________________

Name: _________________________________________________________

Address: _______________________________________________________

Contact Person: _____________________ Title: _______________________

Telephone Number: ______________________________________________

Name: _________________________________________________________

Address: _______________________________________________________

Contact Person: ______________________ Title: ______________________

Telephone Number: ______________________________________________

3. Capability/Technical to perform services as indicated in the solicitation for offer by furnishing the following information:

a. Provide business location and length of time in business performing similar services. Provide length of time service has been provided at this site.

Business Location: ____________________________________________

Length of Time Service Provided at This Site: ______________________

Length of Time in Business Performing Similar Services_______________

a. Number of personnel regularly employed on a full-time basis ___________

b. Staff Training – indicate length and type of training and work experience of individuals assigned to perform under this contract, for the service identified. Training documentation should be as detailed as possible, indicating the source and dates of training, where performed, etc., and shall relate to the training required by this contract. For new employees, indicate planned training and schedule, along with any related/relevant prior work experience.

c. Employee Name, Type and Length of Training, and Work Experience for Each Employee Performing on This Contract:

4. Price – provide most favored customer pricing.

5. Past Performance and Technical factors when combined, are significantly more important than cost or price.

Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

A written notice of award of acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

NARA RM Language Clause to be included in contracts, as necessary:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 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.

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.

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.

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.

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 or identified in the RCS 10-1.

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

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.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

References:

VHA Directive 6300 VA Handbook 6300.1 North Texas VA Medical Center Policy VA Directive 6500 36 CFR Part 1222.32 (b D-5