B.3.2. REQUIREMENT 2 - Performance Work Statement - Soiled Items.docx

B.3.2. PERFORMANCE WORK STATEMENT (PWS) for REQUIREMENT 2:

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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.

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.

5. Successful offeror shall meet all requirements of Federal, State or City codes regarding the transportation of hazardous materials and operations of this type of service. Associated staff will maintain current training and certification in accordance with 49 CFR 173.197, and under all applicable regulations regarding Infectious/Biological Substances and Medical, Clinical or Regulated Waste.

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

6. 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.

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

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:

· Soiled Linen

· Regulated Medical Waste

· Sharps

· Dirty Reusable Medical Equipment 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 Performance Period: The Period of Performance is as follows:

· Ordering Period: Award Date - February 28, 2021

1. 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.

Invoices shall:

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

· Clearly state the terms of any discounts offered

· Include the current fiscal year and purchase order number

· Include the period of performance covered by the invoice

· Clearly identify the number of scheduled trips made

· Clearly identify the number of “as needed” trips made

· Clearly segregate “scheduled” and “as needed” trips

· Include the unit price and monthly total for each line item

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

3. Pickup: Designated pick-up points at the COBCs or clinics are:

1. Drivers are to check in with the front desk upon arrival and will escorted to the various pickups areas within the clinics.

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

· Receiving Room located in Building 100, B1 floor.

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

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

7. 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.

8. Key Personnel: A Program Manager and alternate contact responsible for operational oversight shall be identified in the QASP. These individuals shall be competent to oversee all operations. Telephone numbers, email addresses, facsimile numbers, and a business address shall be provided for each of these individuals. The business address shall not be a post office box. Written notice to the Contracting Officer and COR shall be provided if these individuals change during the contract performance period.

13. 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 cabin space must be made of a cleanable surface (no upholstery) and shall be thoroughly cleaned and decontaminated with approved hospital grade disinfectant at the end of the transport day, in between any dirty to clean transports and when there is a spill in the vehicle.

· Vehicles used in the performance of this contract shall be licensed and meet all minimum vehicle requirements as mandated by the States of Oregon and Washington, to include a Hazardous Materials/Waste Certificate if required. No Government equipment shall be provided.

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 non-conforming services. The AQL will only be calculated based on the total number of scheduled trips within any one month billing cycle.

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

· VA Privacy Training for Personnel without Access to VA Computer Systems or VA Sensitive Information (module 20939). This training shall be completed annually by all drivers. https://www.tms.va.gov/plateau/user/login.jsp

· 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

· 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.

· Drivers shall be trained in procedures on how to process specimen spills and leaks in accordance with OSHA standard 29 CFR 1910.1030. This training shall be completed a minimum of every two years by all drivers. Example of an acceptable training site.

https://www.medialabinc.net/medical_courier_education_dvd_course.aspx

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

18. Price and Schedule: The trip price shall include:

1. Transport of “SOILED” Items as identified in the PWS.

· Once daily Pickup Service from each of the ten CBOC facilities, then Delivery Service to the Portland VAMC.

· As needed Pickup Service from each of the ten CBOC facilities, then Delivery Service to the Portland VAMC.

Unless specifically authorized in writing by the Contracting Officer, no services will be provided and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below.

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