SOW QASP Courier Services - 9.8.25.docx

STATEMENT OF WORK (SOW)

Description of Requirement The Contractor shall provide to-and-from courier services to/from the George E. Whalen Salt Lake City VA Health Care System (VA), in accordance with this Statement of Work (SOW). There will be daily routes, weekly routes, and as-needed courier services as defined within the SOW.

Courier services will pick up and deliver a variety of items to include but not be limited to; the transportation of pharmaceuticals, medical supplies, diagnostic specimens, prostheses equipment, office supplies, mail, sterile and contaminated instruments, all laboratory specimens (blood/body fluids), housekeeping supplies, equipment including wheelchairs and walkers, x-rays, other hand carried materials, and other items as required.

Pickup and delivery will occur between the Salt Lake City VA Medical Center (SLC VAMC), Community Based Outpatient Clinics (CBOC) and other locations as needed by the SLC VAMC Laboratory and Mail Room. Pickup at the SLC VAMC, delivery to the CBOCs, and return to the SLC VAMC will occur Monday-Friday with some exceptions as outlined in this SOW. Pickup and Deliveries from the SLC VAMC Laboratory to various destinations within a fifty (50) miles radius of SLC VAMC will have a one (1) dedicated weekly route but will mainly consist of as-needed pickups and deliveries. All pickups and deliveries will be performed on the same day, no items, whether pickups or deliveries, will be stored in personal or company vehicles, office buildings, or residences overnight.

Period of Performance Base year plus four option years.

Primary Places of Performance

Idaho Falls, ID 83401 Mon-Fri 0730-1700

Pocatello, ID 83201 Mon-Fri 0700-1700

South Ogden, UT 84403 Mon-Fri 0700-1800 Fri 0700-1630

Elko, NV 89801 Mon-Fri 0800-1630

Orem, UT 84057 Mon-Fri 0800-1630

Price, UT 84501 Mon-Fri 0800-1630

South Jordan, UT 84009 Mon-Fri 0800-1630

Roosevelt CBOC

245 West 200 North Roosevelt, UT 84066 Mon-Fri 0800-1630

Riverfront Medical Center Suite 300 St. George, UT 84790 Mon-Fri 0800-1630

North Logan, UT 84341 Mon-Fri 0800-1630

Salt Lake City, UT 84113 Lab hours 24/7, (SLC Cage 24/7)

VA Downtown Office Building (Federal Building)

405 S. Main St. Suite 500 Salt Lake City, UT 84111 Mon-Fri 0800-1600

Definitions and Acronyms BPA: Blanket Purchase Agreement CBOC: Community Based Outpatient Clinic CDC: Center for Disease Control Contracting Officer (CO) – The person executing this contract on behalf of the Government with the authority to enter and administer contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) – A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

CPARS: Contractor Performance Assessment Reporting System, which is the official Government reporting system for Contractor past performance on awards.

DOT: U.S. Department of Transportation HIPAA: Health Insurance Portability and Accountability Act OSHA: U.S. Occupational Health and Safety Administration POP: Period of Performance QASP: Quality Assurance Surveillance Plan VA: VA Health Care System SOW: Work Statement

Scope of Work Salt Lake City VA Health Care System (VA) requires courier services. The Contractor shall provide all necessary management, labor, equipment, vehicles, gasoline, personnel, transportation, directional materials, information security (HIPAA), and insurance to provide courier services to and from the locations and outlined within the SOW.

The contractor agrees to provide regularly scheduled pickups, Monday through Friday, of a variety of items to and from the addresses listed under “Primary Places of Performance” and provide as-needed services as defined under “As-needed Performance Routes.”

All work is to be performed in accordance with applicable federal, state, and local regulations or ordinances, including but not limited to any specified regulations for information security (HIPAA), dangerous goods, diagnostic specimens, or bio-hazardous materials.

Performance:

The Contractor agrees to attend any post award meetings convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subcontractor 42.5. The Contracting Officer (CO), Contracting Officer Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

Training Requirements All contract employees performing courier services will be required to complete the following within fifteen (15) calendar days of the contract award or before performing courier services, whichever comes first.

· Hazardous Materials: Shipping Infectious Substance under DOT regulation (TMS#8001138)

· Privacy Training for Federal Contractors (TMS# 4502627) The Training Management System (TMS) classes will be provided by the SLC VAMC at no fee to the Contractor. Additional TMS training may become necessary throughout the life of this contract. The COR will work with the Contractor on a reasonable timeframe for completion of new requirements if they should arise.

Personal Identity Verification (PIV) All contract employees who access buildings under this contract or perform the courier services must obtain a Personal Identity Verification (PIV) badge through the SLC VAMC PIV office. The PIV badge must be issued before the handling or transporting of any products. The PIV badge will be visible and on the contract employees during the performance of courier services.

The COR will work with the contractor and assist with the PIV process. It is the responsibility of the contractor to inform the COR of any issues or concerns with the PIV badge after issue and throughout the contract.

Record Keeping

The Contractor shall be responsible for supplying, completing, and submitting all reports required and/or requested by any federal, state, and/or local government agency, as required by law, ordinance, and/or regulations that pertain to the supplies and services provided under this contract.

The Contractor’s drivers shall be required to maintain a record log of courier pick-ups and deliveries, indicating times and dates of pick-ups, deliveries, number of containers/totes and/or loose items, name of Contractor employee and initial when required.

The Contractor shall be responsible for maintaining a logbook dictating:

· times and dates of pickup from SLC VAMC and who the Contractor employee was and number of items

· time, dates, and initials of who received items at CBOC or delivery location and who the Contractor employee was and number of items

· time and dates of when non laboratory items were dropped off at SLC VAMC and who the Contractor employee was and number of items

· time, dates and initials of who received items at SLC VAMC LAB and who the Contractor employee was and number of items

· medical supply pick ticket number when available

Some items being transported from SLC VAMC to various locations will be stored in a locked area at the SLC VAMC known as “the cage.” The contractor shall sign off on provided log in the courier cage when picking up and dropping off parcels in the cage.

The Contractor shall provide the COR with a copy of the logbook template within five (5) business days of award. A copy of the logbook will be made available to COR on the first business day of the month for the previous month. The logbook may be requested by the COR at any time during the month for quality assurance checks, upon request of the logbook by the COR the contractor will have two (2) business days to produce the requested information.

If the contractor has questions or concerns regarding records, the COR will provide the contractor with copies of any reference documents and/or materials within fifteen (15) business days upon receipt of a written request.

Courier Routes

Courier services will pick up and deliver a variety of items* to include but not be limited to; the transportation of pharmaceuticals, medical supplies, diagnostic specimens, prostheses equipment, office supplies, mail, sterile and contaminated instruments, all laboratory specimens (blood/body fluids), housekeeping supplies, equipment including wheelchairs and walkers, x-rays, other hand carried materials, and other items as required.

*Items will be secured (locked) at-all times while in the possession of the contractor.

Scheduled Courier routes shall be provided Monday through Friday, except for federal holidays. Any non-traditional holiday declared by the President of the United States, the Contractor shall consult the COR if services are needed for that day (example: if Christmas Eve is declared a Holiday). The ten federal holidays observed by the Federal Government are: New Year’s Day; Martin Luther King, Jr.’s Birthday; Washington’s Birthday; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; and Christmas Day.

Courier services and routes shall be to and from the designated pick-up and delivery points as specified below in the SOW as noted in the “Daily, Weekly, or As-Needed Performance Routes.”

Pickup/Delivery Locations within the SLC VAMC Hospital Campus.

(1) SLC VAMC Pickup & Delivery, SLC VAMC: BUILDING 14 // ROOM 1A daily (Monday through Friday Routes #1-#9)

(2) SLC VAMC Delivery, SLC VAMC LAB: BUILDING 14 // ROOM 1B17 daily (Monday through Friday for routes #1-#9)

(3) SLC VAMC Pickup, SLC VAMC PHARMACY: BUILDING 01 // ROOM GB03 (Monday through Friday for routes #1-#9)

(4) SLC VAMC Pick up & Delivery, SLC VAMC BUILDING 14 // B03 daily (Monday through Friday for route #10)

Daily Performance Routes

1. Route #1 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Idaho Falls CBOC, return to SLC VAMC in SLC UT

2. Route #2 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Pocatello CBOC, return to SLC VAMC in SLC UT

3. Route #3 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Ogden CBOC, return to SLC VAMC in SLC UT

4. Route #4 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Elko CBOC, return to SLC VAMC in SLC UT

5. Route #5 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Orem CBOC, return to SLC VAMC in SLC UT

6. Route #6 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Price CBOC, return to SLC VAMC in SLC UT

7. Route #7 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Roosevelt CBOC, return to SLC VAMC in SLC UT

8. Route #8 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from St. George CBOC, return to SLC VAMC in SLC UT

9. Route #9 – Pick-up from SLC VAMC in SLC, UT, deliver/pickup from Cache CBOC, return to SLC VAMC in SLC UT

10. Route #10- Pick-up from SLC VAMC Mail Room in SLC, UT, deliver/pickup from Federal Building, downtown SLC and return to SLC VAMC Mail Room in SLC UT VA Health Care System normal hours of operation are Monday through Friday with times shown in “Places of Performance.” The SLC VAMC Laboratory in Salt Lake City, UT is open 24/7.

Pickups and deliveries at all CBOCs shall occur Monday through Friday between the hours of 12:00 PM and 5:00 PM Local Time. The exact time for each CBOC pickup/drop-off will be in accordance with CBOC need and can be adjusted, within the 12:00 PM and 5:00 PM time frames, with a 96-hour notice provided to the contractor by the COR. See “CBOC Performance Times” for list of CBOC pickup and delivery requirements at time of contract award.

Daily maximum transport requirements for each CBOC are:

· Lab – two (2) to three (3) specimen tote bags per CBOC

· Logistics – up to eight (8) totes per CBOC

· Pharmacy – one (1) to two (2) boxes per CBOC

· Prosthetics – up to one (1) large box (example: wheelchair) per CBOC

· Environmental Management – one (1) tote per CBOC

· Miscellaneous boxes, bags, and small equipment – two (2) per CBOC

· Totes are approximately 16 inches high x 30 inches long x 20 inches wide. They may vary in size. Routine delivery totes shall not exceed fifty pounds. Some of the packages/boxes may be of odd dimensions, for example, those containing crutches, canes, and paper supplies. Totes may contain office and medical supplies, interoffice mail, medical records, medications/prescriptions, etc.

· Boxed wheelchairs are considered routine delivery items.

The Contractor shall be required to make pick-ups and deliveries at all Community Based Outpatient Clinics (CBOC) at the hours listed below (Local Time), excluding federal holidays, any non-traditional holiday, declared by the President, the Contractor will contact the COR to determine if scheduled courier services are needed for that day.

CBOC Performance Times

*Plus or minus 15 minutes (+/- 15min)

Due to travel distance, it is understood there may be some variation in arrival times at CBOC locations, any arrival time outside 15 minutes before or after “CBOC Performance Time” will be communicated to the COR or the CBOC delegate, identified by the COR.

Due to the geographical region and proximity of CBOCs, it is anticipated that deliveries to the SLC VAMC will occur after normal business hours; therefore, for security reasons, Contractor employee(s) shall enter SLC VAMC through the Side Entrance close to the ER labeled 1A13 or alternate location if designated by COR. Contractor personnel shall limit their movement within SLC VAMC to designated areas only.

Weekly Performance Route

1. *Route #1 – Pick-up from SLC VAMC Lab in SLC, UT at 0800, and deliver to Utah Public Health every Monday *If a Federal Holiday falls on the scheduled delivery day, then the delivery route will be completed the following day.

As-Needed Performance Routes SLC VAMC requires as-needed courier services available 24 hours a day, 7 days a week, 365 days a year (this includes federal holidays) for Routine, STAT and urgent pickup/deliveries for laboratory/pharmacy items.

Examples Include:

University of Utah Hospital (H and I) Histocompatibility and Immunogenetics 201 S president Circle, Room 408, SLC, UT 84112

American Red Cross 6616 South 900 East SLC, Utah 84121

U of U in patient pharmacy 201 S president Circle Room 408, SLC, UT 84112

Definition Routine route: pickup/delivery within a 50-mile radius of the SLC VAMC Main Campus. Pickup and Delivery must be completed within four (4) hours of call for service.

Urgent routes: pickup/delivery within a 50-mile radius of the SLC VAMC Main Campus. Pickup and Delivery must be completed within two (2) hours of call for service.

STAT routes: pickup/delivery within a 25-mile radius of the SLC VAMC Main Campus. Pickup and Delivery must be completed within one (1) hours of call for service.

Additional Courier Requirements

Laboratory specimen containers for delivery and pickup are approximately 16 inches high x 30 inches long x 20 inches wide; however, they may vary in size.

The Contractor shall deliver/pick-up empty containers for each location and deliver/pick-up a fully packed container for the return trip. Laboratory specimens, i.e. body fluids, will be properly packaged by the VA personnel for transportation. All specimens must be transported in accordance with Department of Transportation (DOT) regulations.

Reference: eCFR :: 49 CFR 173.134 -- Class 6, Division 6.2—Definitions and exceptions..

Some containers/packages may require special handling and will be marked “Fragile” or “This Side Up.” The Contractor shall comply with all special handling instructions marked on containers/packages.

Environmental Controls

Per The Joint Commission (TJC) the Contractor shall be responsible to maintain a temperature-controlled environment between 72 to 78 degrees Fahrenheit (22.2 -25.6 C) and a maximum relative humidity of sixty (60) percent in vehicles during transport.

Per CDC Guidelines, lab specimens shall be maintained at 35.6 to 46.4 degrees Fahrenheit (2-8 degrees C) with the use of adequate refrigerant packs (to be supplied by VA) for all deliveries of laboratory specimens or supplies.

Items must be kept out of contact with environmental hazards such as dust, snow, and rain.

The Contractor employee(s) shall not leave vehicles in extreme heat or cold while specimens, sterile supplies, and pharmaceuticals are being transported. The Contractor shall be responsible for failures to ensure established environmental controls are maintained, of which results in damage or deterioration of laboratory specimens, medications, supplies, or pharmaceuticals.

Should specimens and/or transported items be lost, broken, or otherwise damaged, the Contractor shall be required to submit a preliminary summary incident report to the COR within 24 hours of the incident. The Contractor shall then 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 Contractor understands that they are liable for items lost or damaged during services. The Contractor will reimburse the VA for lost or damaged items through a reduction of invoice or other arranged method.

Bloodborne Pathogens

Due to the nature of this SOW, the Contractor should not physically encounter bloodborne pathogens as a regular part of their job during transportation. They will be transporting a variety of items prepackaged by VA employees that will include bloodborne pathogens, but no personal contact should be made with the actual containers that hold specimens. In the event of an unforeseen circumstance where an exposure occurs the Contractor must comply with the OSHA Standard Number 1910.1030 as applicable.

Reference:1910.1030 - Bloodborne pathogens. | Occupational Safety and Health Administration (osha.gov)

If the Contractor obtains information that a person providing services under this contract may be infected with a blood borne pathogen or becomes exposed to a blood borne pathogen, the Contractor shall immediately advise the COR. It is the responsibility of the contractor to handle the medical and safety needs of their employee if exposure should occur.

HIPAA Compliance

The Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI).

Contingency Plan

1) Inclement weather. The Contractor 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 at SLC VAMC, 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 Contractor shall immediately notify the COR and designated alternate via phone and email communications of emergent road closures authorized by the Utah or Idaho DOT.

2) The Contractor 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 Contractor, the COR, and other designated VA lab personnel.

Contractor Vehicles

Contractor vehicles used in the performance of this contract must be insured and meet the minimum requirements as mandated by the States of Utah, Idaho, or other states as applicable if using personal Contractor employee vehicles. It is the responsibility of the contractor to provide appropriate vehicles that meet the needs of this SOW.

It is recommended, but not required that, each vehicle used in the performance of this contract 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 a container.

Upon request, the Contractor shall provide certified proof of automobile liability insurance for all vehicles used by the Contractor in the performance of this contract. The COR or person delegated by the COR and CO reserve the right to inspect any vehicle used to provide courier services during the performance of this contract to ensure it meets the specifications of the SOW.

Contractor vehicles must be maintained in a sanitary clean condition, absent from foreign debris and contaminants.

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 always be locked.

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 truck beds unless able to be temperature regulated per this SOW.

Contractor Drivers/Personnel -

The Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure all proposed Contractor employee(s) are not listed. By signing the contract, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that proposed Contractor employee(s) are not listed as of the date the contract was signed.

Contractor drivers must maintain a valid driver’s license for the type of vehicle operated as required by the State they are licensed in.

Contractor personnel, while performing the services of this contract, shall conduct themselves in a professional business-like manner.

Smoking is permitted only in designated areas when Contractor personnel are on VA Health Care System or CBOC facilities. Smoking is not allowed within vehicles when carrying and transporting delivery items.

The Contractor’s drivers are required to notify the assigned COR or delegate during normal business hours of any unusual events that impede him/her in making delivery as required by the contract.

Indemnification

The contractor shall be liable for and shall indemnify and hold harmless the Government against all actions or claims for loss of or damage to property or the injury or death of persons, arising out of or resulting from the fault, negligence, or act or omission of the Contractor, its agents, or employees.

Contractor Support for Employees

This is not a personal services contract. The Contractor shall be responsible for supervision of its employees under this contract

Problem Resolution The COR upon discussion with contractor and VA personnel will resolve complaints concerning Contractor relations with Government employees and/or patients. The COR is the final authority on validating complaints. Contracted services must continue during complaint resolutions.

Reports and Deliverables

The Contractor shall be responsible for complying with all reporting and deliverable requirements established by the contract. The contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with the contract 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 COR.

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

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Contractor will be evaluated in accordance with the QASP.

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

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 Contractor accomplishes the work. Rather, the QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the contract. 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 Contractor through contract modification. Copies of the original QASP and revisions shall be provided to the Contractor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

a) Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the Contractor’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 Contractor is responsible for performance of ALL terms and conditions of the contract. CORs will provide contract progress reports quarterly to the CO reflecting performance on this plan and all other aspects of the resultant contract. The performance standards outlined in this QASP shall be used to determine the level of Contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor 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 customer complaints: data will be collected from actual patient/VA employee complaints. Complaints will be investigated and verified.

· Random sampling: Contractor logbooks will be reviewed by COR for compliance.

· Verification and/or documentation provided by Contractor: Contractor provided information on services provided to COR.

Performance Requirements:

The Performance Requirements are listed below. The Government shall use these standards to determine Contractor performance and shall compare Contractor 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 Contractor on the contract and for purposes of providing the CO with information for inclusion on CPARS:

Requirement

Method

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

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

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