B.2.2. REQUIREMENT 1 - Performance Work Statement - Clean Items.docx

B.2.2. PERFORMANCE WORK STATEMENT (PWS) for REQUIREMENT 1:

Index

a. Advanced Notice: a notice given by 4:00PM the prior business day.

b. Base Rate: is defined as the rate paid for one way transportation from a designated pick up point to a designated delivery point. This rate will be paid for all authorized one way trips ordered under this contract action. The Base Rate shall constitute full compensation for one way trips which do not exceed the Mileage Threshold Areas of Coverage as shown in the schedule.

c. Patients: Veterans and other members determined to be eligible for benefits by the VA.

d. Business Hours/Days: are defined as the time of 8:00AM to 4:30PM, Monday through Friday, excluding Federal holidays:

*If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

*In addition to the designated holidays, the Government observes the following days:

xi. Any other day designated by Federal Statute

xii. Any other day designated by Executive Order

xiii. Any other day designated by the President’s Proclamation *Off Business Hours/Days are defined as the time of 4:31PM to 7:59AM, Monday through Friday, all day Saturday, Sunday and Federal holidays.

e. Contracting Officer (CO): VA Official with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

f. Contracting Officer’s Representative (COR): VA official responsible for providing contract oversight and technical guidance to the CO. COR responsibilities will include, but not limited to: surveillance of services required under this contract; determining the adequacy of Contractor performance according to the specifications of the contract; acting as the Government’s representative; ensuring compliance with contract requirements insofar as the work is concerned; certification of invoices; placing orders for service; providing technical guidance; overseeing technical aspects of the contract; serving as a member of the vehicle inspection team. The COR cannot authorize deviations from the specifications and requirements of the contract. In the event the Contractor deviates without approval from the CO, such deviation shall be at the risk of the Contractor and any cost related thereto shall be borne by the Contractor. The COR will be designated in writing by the CO after contract award.

g. Contractor: refers to the prime Contractor, its employees, any subcontractors and their employees. The contactor shall be responsible for assuring that their subcontractors comply with the provisions of this contract.

h. Dry Run: is defined as a request for service by authorized medical center employees, whereby the Contractor arrives at the designated pick up point and no pharmaceutical is transported due to a change in the Medical Center’s needs. The Contractor will be entitled to the applicable Base Rate only when Dry Runs are encountered due to no fault or negligence of the Contractor.

i. Joint Commission on Accreditation of Healthcare Organizations (JCAHO): a national organization dedicated to improving the care, safety and treatment of patients in health care facility and environment.

j. Mileage Rate: the rate for Courier services is the rate paid for each mile traveled beyond the Specified Mileage Threshold Areas of Coverage. This rate applies to one way transportation only. In no event shall the Contractor receive this rate for miles traveled within the Specified Mileage Threshold Areas of Coverage as shown in the schedule.

k. Mileage Threshold Areas of Coverage: the city limits for Portland, Oregon and Vancouver, Washington are defined and established by law and filed with the States of Oregon and Washington. For the purpose of this contract, the route between the Portland International Airport, these two cities medical centers, Fairview CBOC, Hillsboro CBOC, Salem CBOC and West Linn CBOC will also be considered within the two cities limits. Therefore, transport between pickup points to any destination within these areas (including Portland International Airport) will be considered within the Mileage Threshold Areas of Coverage (one trip charge).

l. No Patient Charge: fee allowed to Contactor for scheduled pickups for which due to circumstances beyond the Contractor’s control (i.e. patient refuses pick up, patient not home, patient not medically/ mentally suitable for transport etc.). This charge shall only be accessed on actual trips to the patient pick up point, and shall not be accessed on scheduled pickups that are cancelled in advance by the VA and/or the patient.

m. Quality Assurance: those actions taken by the Government to assure service meets the requirements of this contract.

n. Quality Assurance Evaluator(s): Government personnel responsible for surveillance of Contractor performance.

o. Quality Control: those actions taken by the Contractor to control the production of goods or services so they will meet the requirements of a contract.

p. Scheduled Trip(s): as used in this contract refers to those trips in which the Contractor has been given advance notice of required services and a specific pick up time.

q. Unscheduled Trips: as used in this contract refers to those trips required on an as need basis and advance notice is not given.

r. Waiting: is defined as the time required and verified by authorized medical facility employees (authorized employees is defined in Paragraph 2.2.13), for the Contractor to wait at designated pick up and/or delivery points in performing contract services.

s. Waiting Grace Period: is defined as fifteen (15) minutes prior to the time Waiting charges commence. The Base Rate for Hired Car services shall include the Waiting Grace Period at origin and destination.

Page 1 of Page 1 of Part I - General Requirements

1. Introduction: This requirement is for consolidated Pickup and Delivery Services between the VAPORHCS and all ten satellite CBOC facilities within its jurisdiction. The types of services required shall be “Scheduled Trips” and “As Needed” trips.

The Contractor agrees that the following list is not exhaustive and delivery of other items may be required at no additional cost the government provided such items are within the stated weight limitations. The following items shall be included:

1. Clean medical supplies inside of closed totes with security tabs attached

2. Clean totes, sharps containers, and various other container types

3. Prosthetic and Rehab Medicine items, e.g. wheelchairs, walkers, crutches, etc.

4. Pharmaceuticals in containers, packages, and envelopes.

5. Mail totes containing letters and packages, interoffice envelopes, and locked mail bags

2. Background: The VAPORHCS presently receives Courier Services under one contract that handles laboratory specimens, patient records, VA mail, medical supplies, pharmaceuticals, linen, regulated medical waste, etc. to and from the Portland and/or Vancouver VA Medical Centers, and the ten Community Based Outpatient Clinics in Northwest Oregon. The agency’s objective is to achieve higher operating efficiencies, and tighter regulatory compliance with a specialized carrier company for the types of items transported.

3. Scope: The Contractor shall provide all resources including supervision, labor, equipment, vehicles, licensing and insurance required to provide carrier services between the VAPORHCS, and all of facilities identified in this Performance Work Statement.

Service shall be of two types, “scheduled trips” and “as needed trips”. The Contractor shall transport multiple items weighing up to 50 pounds each. Unit pricing shall be for all-inclusive round trip service

4. The geographical footprint of VA Portland Health Care System (VAPORHCS) includes the Portland VA Medical Center, the Vancouver VA Medical Center, and the ten Community Based Outpatient Clinics throughout Northwest Oregon.

VA Medical Center addresses are:

· Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland, OR 97239

· Vancouver VA Medical Center, 1601 E Fourth Plain Blvd, Vancouver, WA 98661

VAPORHCS CBOC facility locations are:

· Hillsboro CBOC: 1925 Amber Glen Parkway, Hillsboro, OR 97006

· Fairview CBOC: 1800 NE Market Drive, Fairview, OR 97024S

· West Linn CBOC: 1750 SW Blankenship Rd West Linn, OR 97068

· Community Resource and Referral Center: 308 SW 1st Ave, Portland, OR 97204

· Salem CBOC: 1750 McGilchrist St. SE, Salem, OR 97302

· The Loren R. Kaufman VA Clinic CBOC: 704 Veterans Drive, The Dalles, OR 97058

· North Coast CBOC: 91400 N. Neacoxie Street, Warrenton, OR 97146

· Bend CBOC: 2650 NE Courtney Drive, Bend, OR 97701

· Lincoln City CBOC: 4422 NE Devils Lake RoadLincoln City, OR 97367

· Newport CBOC: 1010 SW Coast Highway, Newport, OR 97365

5. Contracting Officer Representative (COR): The Contracting Officer will minimally appoint one COR to assist with contract monitoring. The COR(s) will monitor performance for quality, timeliness, customer service and inspect deliveries for damage. In accordance with FAR 1.601 (a) Contracts may be entered, and signed on behalf of the Government only by Contracting Officers; therefore, the COR may not modify the stated terms of the contract, including extending the length of the contract period.

6. Changes: In accordance with FAR 52.212-4(c) only the Contracting Officer has the authority to make changes to the contract.

Part II - Management Requirements

1. Management: The Contractor shall ensure qualified management is in place to maintain oversight of all operational aspects of the contract. Management shall ensure requirements are met concerning implementation, reporting, record keeping, contingency operations, key personnel, staffing, quality and daily operations.

2. Implementation: The Contractor shall use a logical and coherent approach to implementing this contract. The Contractor shall also implement a consistent communication process with the government throughout the implementation process.

3. Reports: The Contractor shall attach and submit monthly summary reports with each invoice. All reports shall clearly state they were prepared by the Contractor. Reports shall include:

· Total number of scheduled trips

· Total number of as-needed trips provided

· Number of delays by date, delivery time and location

4. Electronic Records: The Contractor shall maintain electronic records and make those available to the Government upon request. All records shall be compatible with the Microsoft Office suite. The Government reserves the right to request any records associated with this contract at any time. The Contractor shall comply with records request within 2 business days.

5. Contingency Operations: The Contractor shall maintain a contingency plan to ensure service continuity is maintained during occurrences of inclement weather, equipment failure, or Contractor staffing issues.

Part III - Performance Requirements

1. Performance Period: The Period of Performance is as follows:

· Ordering Period: Award Date – February 28, 2021

2. Invoices and Payment for Services: Invoices shall be submitted within ten (10) days following the last day of the month in which the Contractor rendered services. The COR will certify invoices within 30 days of receipt. The quantities provided in the schedule are estimates, not guaranteed numbers. Except for minimum ordering requirements specified in the contract, the Government shall only be charged for services actually performed. Any billing discrepancy, or service determined to be non-conforming shall be cause for delaying payment until the discrepancy or non-conformance is remedied.

a. Invoices shall:

1. Be electronically prepared and submitted in accordance with FAR 52.212-4(g)

2. Clearly state the terms of any discounts offered

3. Include the current fiscal year and purchase order number

4. Include the period of performance covered by the invoice

5. Clearly identify the number of scheduled trips made

6. Clearly identify the number of “as needed” trips made

7. Clearly segregate “scheduled” and “as needed” trips

8. Include the unit price and monthly total for each line item

9. Be prepared following guidelines of this paragraph, or otherwise rejected

3. Trips: Scheduled trips are regularly scheduled daily round trips between facilities. As needed trips are unscheduled round trips between facilities.

a. Scheduled trips: Shall be in accordance with the delivery schedule

b. As Needed trips:

1. Shall only be provided when scheduled by the COR(s) or COR designee. The COR(s) may authorize one alternate individual from the main facility (VAPORHCS) and two individuals from each CBOC to schedule as needed trips if, and only advance written notice is given to the Contractor identifying the alternate(s). Designated individuals shall only be authorized to schedule as needed service for their respective facility.

2. Designated individuals will be identified by their official job title(s).

3. If the Contractor provides service(s) requested by anyone other than the COR(s) or COR(s) designee, they shall not be entitled to payment for such services.

4. May be scheduled by telephone, or email. The Contractor shall maintain log records for “as needed trips” and submit a copy of the log with the monthly invoice. The log shall include the name and title of the person requesting the service, requesting facility, date and time of the request.

4. Pickup: Designated pick-up points within VAPORHCS:

a. Pharmaceuticals - Pharmaceuticals shall be picked up from VAPORHCS room 1E95. The Contractor shall sign for and maintain security of pharmaceuticals at all times until delivered and signed for by a designated VA employee at the delivery location.

b. Medical Supplies (Vancouver pickup location) – The Supply Chain Management warehouse is located on the VAPORHCS Vancouver campus, Building #2, 1601 E Fourth Plain Boulevard, Vancouver, WA 98661

c. Medical Supplies (Portland pickup location) - The warehouse located in the basement of building 1 room BE21.

d. Mail - (Vancouver pickup location) – The Supply Chain Management warehouse is located on the VAPORHCS Vancouver campus, Building #2, 1601 E Fourth Plain Boulevard, Vancouver, WA 98661

e. Mail - (Portland pickup location) - The warehouse located in the basement of building 1 room BE21.

5. Delivery: Upon return from the CBOCs, delivery to the Portland VA Medical Center shall be made to the following locations:

· Items marked “MAILROOM” shall be delivered to the Mailroom, Room 1W25

· Items marked “PHARMACY” shall be delivered to the Pharmacy location in the VAPORHCS room 1E95.

· Items marked “LABORATORY” shall be delivered to the second floor Laboratory, Room 2N8

· Remaining items shall be delivered to the Administrative Officer of the Day (AOD), located in the Emergency Room 1N.

6. Additional Pickup and Delivery Locations: The majority of Pharmacy needs will be on a STAT basis by way of telephone notification and will consist of pickup and delivery of paperwork and/or pharmaceuticals. For the purpose of defining this group STAT will be defined as at the point of pickup within thirty (30) minutes from time of phone order placement. Services will be required seven (7) days a week and twenty-four (24) hours a day including all holidays.

a. Trips may be defined but not limited to:

i. Pickup from any division of the PVAMC to another division of the PVAMC

ii. Pickup from any of several pharmaceutical supply companies to any division of the PVAMC

iii. Pickup from any division of the PVAMC to a patient’s place of residence.

b. The Contractor will require NCIC (National Crime Information Center) for background investigations on all drivers. The Contractor must also be bonded and licensed. This is due to the transportation of narcotics, high cost pharmaceuticals and patient identifiable information.

a. Drivers shall arrive during the CBOC core business hours (0730 to 1630)

b. The CBOC’s may adopt extended core business hours and additional Saturday clinics at all locations; which may change the times of deliveries.

9. Contractor Employees: Contractor employees shall not be considered Government employees for any purposes. The Government requires background investigations for any employee having access to patient information.

· The Contractor shall utilize only qualified personnel. Contractor shall perform criminal background checks for all drivers working under this contract.

· Drivers shall maintain valid driver’s licenses appropriate for the type and size of the vehicle operated.

· Contractor employees shall maintain a clean, neat, and well-groomed appearance, and exhibit professional conduct at all times.

· Drivers shall wear uniforms, and identification badges above the waste clearly identifying themselves as Contractor employees.

· Drivers shall be able to read, write, speak and understand fluent English.

· The VA reserves the right to restrict Contractor employees from entering Government facilities or performing services under this contract that violate Federal regulations, or are identified as a potential threat to the security, safety, health, or the mission of the VA and its Veteran population.

· Drivers shall not open any package or container being transported.

· Drivers shall not be accompanied by any non-contract staff in the vehicle or while in VA space.

14. Vehicles: Vehicles shall prominently display signage identifying them as Contractor vehicles. The Contractor shall ensure vehicles can securely stow and protect articles from open exposure, theft and plain view.

· Vehicles shall be clean, rust free, dent free, well maintained, and in good mechanical condition at all times.

· Vehicles shall meet all licensing, insurance and inspection requirements of the States of Oregon and Washington, and will comply with insurance requirements of contract clause CL-120-Supplemental Insurance Requirements.

· Vehicles shall have no less than 200 cubic feet of cargo capacity to mitigate the risk of multiple trips to the same CBOC and potential for late delivery.

· Vehicles shall have the capabilities to keep sterile supplies between 30%-50% humidity and a temperature between 66- 72◦ F.

The Acceptable Quality Level (AQL) for on-time delivery shall be 95% for scheduled trips. Except for excusable delays, any late delivery causing the AQL to fall below 95% shall be considered to be non-conforming services. The AQL will only be calculated based on the total number of scheduled trips within any one month billing cycle.

18. Training: Drivers shall complete the following training. All training shall be at the Contractors expense, with no additional cost to the Government:

a. VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information (module 20939) at https://www.tms.va.gov/plateau/user/login.jsp

b. Dangerous Goods training, to ensure that the Contractor’s drivers are protected while transporting lab specimens and other potentially biohazardous materials. This training shall be completed annually by all drivers. http://www.mayomedicallaboratories.com/education/online/dangerousgoods/index.html

c. The Contractor shall provide to the Contracting Officer and COR a copy of the training certificates for each Contractor driver employee before performing any services under this contract and annually before October 31st thereafter. Failure to complete the initial and mandatory annual training shall be ground for contract termination.

d. Drivers shall be trained in procedures on how to process specimen spills and leaks in accordance with OSHA standard 29 CFR 1910.1030.

e. All training shall be at no additional cost to the Government.

19. Trip Price: The trip price shall include:

1. Transport of “Clean” Medical Supplies as identified in the PWS.

· Once daily Round Trip Pickup/Delivery Service from the Portland VAMC and Vancouver warehouse pickup locations, then out to each of the ten CBOC facilities, and then back again to the Portland VAMC (PVAMC).

· As needed round trips between the PVAMC and Vancouver warehouse pickup locations, then out to each of the ten CBOC facilities, and then back again to the PVAMC.

· Pickup from any division of the PVAMC to another division of the PVAMC.

· Pickup from any of several pharmaceutical supply companies to any division of the PVAMC.

· Pickup from any division of the PVAMC to a patient’s place of residence.

20. Clean Items Courier Delivery Schedule

Salem, OR

Newport, OR

Lincoln City, OR

Bend, OR

The Dalles, OR

CRRC, Portland, OR

Fairview, OR

Hillsboro, OR

West Linn, OR

(End Performance Work Statement

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