PERFORMANCE WORK STATEMENT Courier Services NTX FY25.docx

36C25725Q0189

PERFORMANCE WORK STATEMENT

SCOPE: The contractor shall provide all labor, equipment, supervision, and all other resources required to transport the instruments to and from each Facility 88 miles each way.

A weekly report of pickup and delivery times will be reported to ensure that deliveries are kept within specified time frames and that all deliveries are made in a timely manner, in accordance with the agreed timeline. The government will furnish the instruments to be transported, a temperature/humidity monitor, and a temperature/humidity log, to maintain the recommended temp/humidity parameters for storage of clean/sterile reusable medical equipment (RME). The government will also provide a cleaning log, red bins for contaminated instruments and grey bins for clean/sterile items. Daily monitoring and documentation of temperature/humidity status is required upon pick up of clean/sterile instruments. Documentation of the daily cleaning/wipe down of the transportation area for clean/sterile instruments. The government will notify the courier when there are no instruments to transport.

BACKGROUND: The VA Bonham and Garland facilities are unable to support SPS operations. In order to continue to provide service to our Veterans, SPS needs all reusable instruments (RME) transported from Garland VA Medical Center (2300 Marie Curie Blvd. Garland, TX 75042, 549A5) and the Sam Rayburn Facility (1201 E. 9th St. Bonham, TX 75418), to the Dallas Facility (4500 S. Lancaster Rd. Dallas, TX. 75216), and back to Bonham. This service is needed five (5) times a week, on Monday through Friday. Only exceptions will be Federal Holidays that fall during the work week.

PLACE(s) OF PERFORMANCE:

· Garland – Garland VA Medical Center, 2300 Marie Curie Blvd. Garland, TX 75042, 549A5

· Bonham - Sam Rayburn Memorial Veterans Center, 1201 E. 9th St., Bonham, TX 75418

· Dallas - Dallas VA Medical Center, 4500 S. Lancaster Rd., Dallas, TX 75216

PERIOD OF PERFORMANCE:

Base Year: February 03, 2025 – February 02, 2026 Option Year One: February 03, 2026 – February 02, 2027 Option Year Two: February 03, 2027 – February 02, 2028 Option Year Three: February 03, 2028 – February 02, 2029 Option Year Four: February 03, 2029 – February 02, 2030

REQUIREMENTS:

The contractor shall provide all labor, equipment, supervision and all other resources required to transport the instruments to and from each Facility 88 miles each way.

The contractor shall provide a weekly report of pickup and delivery times will be reported to ensure that deliveries are kept within specified time frames and that all deliveries are made in a timely manner, in accordance with the agreed timeline. The government will furnish the instruments to be transported, a temperature/humidity monitor, and a temperature/humidity log, to maintain the recommended temp/humidity parameters for storage of clean/sterile reusable medical equipment (RME). The government will also provide a cleaning log, red bins for contaminated instruments and grey bins for clean/sterile items. Daily monitoring and documentation of temperature/humidity status is required upon pick up of clean/sterile instruments. Documentation of the daily cleaning/wipe down of the transportation area for clean/sterile instruments. The government will notify the courier when there are no instruments to transport.

Transportation Vehicles.

(1) Prior to transportation of items, the vehicles will be inspected to identify any issues which may affect the sterility of items during transport.

(2) Vehicles used for transportation of clean/sterile items will be fully enclosed to prevent outside contamination.

(3) Vehicles shall not be left unlocked or unattended during transportation of clean/sterile items from one facility to another. If the vehicle must be unattended, it must be locked/secure.

(4) The vehicle must contain mechanisms/devices which allow for transport containers to be secured during transport to avoid shifting, preventing damage or contamination.

(5) When transporting clean/sterile items from one building to another and a motor vehicle is not necessary, items will be transported in sealed plastics containers or plastic bags (as indicated above) and placed in an enclosed or covered cart.

Off-site Transportation

1. The design and materials used in the construction of all transport vehicles (motorized or manual) should allow for appropriate decontamination, especially if the vehicles are to be used alternately for the transport of sterile/clean items and soiled items.

2. Vehicles used to transport sterile packages between health care facilities should:

a) provide for the complete separation of clean and sterile items from contaminated items.

b) Manufacturer’s instructions must be followed regarding handling, temperature, and humidity recommendations.

1.VHA Parameters for RME storage (Directive 1116/DUSHOM Memo):

Temperature: 66° - 72° F Relative Humidity Range: 20% - 60%

Before items are placed in the new clean storage area, the clean items will be inspected for event related sterility. Items with any damage to packaging, crushing or punctures or evidence of moisture will be removed and appropriately discarded.

Clean items will never be transported in the same containers with contaminated items.

c) Sealed plastic containers or plastic bags shall be used for transporting items.

d) Plastic containers must be cleaned prior to using them to transport individual items.

e) External shipping cartons (i.e., corrugated boxes) will be considered contaminated and will not come in contact with individual clean/sterile items.

f) allow for ease of loading and unloading.

3. Carts containing sterile packages should be secured within the vehicle to prevent damage or contamination.

NOTE—All external shipping cartons are considered contaminated, even if they contain packaged sterile items.

When vehicles are used, environmental conditions should be assessed while the vehicle is in motion and when it is not in motion. In geographical areas where high humidity is the norm, testing should be performed to determine the potential for absorbent items to become contaminated and for the contents of sterile packages to become wet from the condensate that can occur on metal or plastic surfaces.

Vehicles that are loaded and ready for transport should not be left unattended in unsecured areas.

The contractor shall provide courier services for two complete roundtrips per day. Beginning and ending at the same Facility, after the one stop, as follows:

First Round-Trip: When the courier originates in Dallas:

1. Pick up sterile instruments in DALLAS in the AM (Between 7:30-8:00)

2. Deliver to Garland and Bonham. Pick up unsterile instruments.

3. Deliver unsterile instruments to DALLAS by NOON.

The contractor shall ensure that all deliveries are made in a timely manner, in accordance with the contract.

Second Round-Trip: When the courier originates in Garland:

1. Pick up unsterile instruments in Garland in the PM (No later than 4:30)

2. Pick up unsterile instruments in Bonham in the PM (Between 5:00-5:30)

3. Deliver unsterile instruments to DALLAS. Pick up sterile instruments from previous delivery.

4. Deliver sterile instruments to Garland and Bonham by PM.

TYPE OF CONTRACT: A firm fixed price contract.

DOCUMENTATION: A weekly report of pickup and delivery times will be recorded in SPS ensuring that deliveries are kept within specified time frames and that all deliveries are made in a timely manner, in accordance with the agreed timeline. Daily monitoring and documentation of temperature/humidity status is required upon pick up of clean/sterile instruments. Documentation of the daily cleaning/wipe down of the transportation area for clean/sterile instruments.

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES: All instruments must be transported between Dallas from Bonham and Garland, five (5) times a week.

TRAVEL: Courier will travel from Bonham and Garland to Dallas to collect and deliver instruments.

GOVERNMENT RESPONSIBILITIES: The government will furnish the instruments to be transported, a temperature/humidity monitor, and a temperature/humidity log, to maintain the recommended temp/humidity parameters for storage of clean/sterile reusable medical equipment (RME). The government will also provide a cleaning log, disinfectant wipes, red bins for contaminated instruments and grey bins for clean/sterile items. The government will notify the courier when there are no instruments to transport.

CONTRACTOR EXPERIENCE REQUIREMENTS: The governments will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If key personnel become unavailable to complete the RS, the proposed substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from the date of award to end of the contract, non-key Contractor personnel are no longer available, HES/HIS reserves the right to review qualifications of proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the Contractor should possess some of the following knowledge and/or skills:

The contractor must notify VHA in advance and we will approve or reject proposed contractor personnel for the contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of the proposed replacement personnel and will reject individuals who do not meet the qualifications set forth herein. The contractor must inform the VHA COR, Project Manager and/or Task Manager when personnel are removed from the contract for any reason.

The contractor shall remove any employee from the performance of this contract of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee’s performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/ or disciplinary reasons.

· The contractor must inform the VHA COR, and Project manager / Task Manager when personnel are removed from the contract for any reason.

· If a key person becomes unavailable to complete the SR, the proposed substitutions of key personnel shall be made only if approved by the CORT and Project Manager.

· The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for this project. All contractor employees will be approved by the COR prior to bringing on duty.

The VHA shall not be liable for further payment of any Contractor employee that VHA requires the Contractor to remove from the performance of this contract. VHA’s payment liability, for unsuitable Contractor employees, ends five working days after Contractor’s receipt of “removal request” for unsatisfactory performance and immediately for any violation of law, VA security, confidentiality requirements and/or other disciplinary action.

VENDOR SECURITY REQUIREMENTS: No protected health information (PHI) or individual identifiable information (III) (paper or electronic) will be transported as part of this courier contract. The COR and CO are responsible for assuring that no PHI or III will be given to this vendor.

The vendor, CO and COR shall be accountable for maintaining VA Information Security and Privacy requirements and shall immediately report to the Information Security Officer (214-857-0512 or 214-857-4357) and to the Privacy Officer (214-857-1432) The C&A requirements do not apply and a security Accreditation Package is not required.

WORK HOURS: Normal Work Hours: The service schedule shall be developed between the contractor and Contractor’s Representative (COR) prior to any service being performed.

The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday.

HOLIDAY DATE

New Year’s Day Jan 1 Martin Luther King’s Birthday 3rd Monday in Jan President’s Day 3rd Monday in Feb Memorial Day Last Monday in May Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

SAFETY/SECURITY REQUIREMENTS: The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and actor supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. All information generated in performance of this contract becomes property of the Government and must be surrendered upon request and/or completion of the contract. The Contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless directed under local policy to destroy. This includes both hard and soft copies of data.

The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR.

CONDUCT OF PERSONNEL: Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length more than three inches, while assigned under this contract.

CONTRACTORS ATTIRE AND APPEARANCE: Contractor personnel shall present a professional appearance commensurate with standards delineated for Government civilian personnel acting in similar capacities. The Government reserves the right to review Contractor personnel qualifications. Upon request, resumes shall be provided to the Contracting Officer prior to clearance approval, for review and acceptance by the COR. The intent is verification purpose and not for the Government to become the hiring authority.

NARA Records Management Language for Contracts (May 2017):

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA North Texas Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA North Texas Health Care System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA North Texas Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA North Texas Health Care System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA North Texas Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA North Texas Health Care System policy.

8. The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The VA North Texas Health Care System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA North Texas Health Care System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

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