B.4.2. - REQUIREMENT 3 - PWS Path Lab Courier.docx

B.4.2. PERFORMANCE WORK STATEMENT (PWS) for REQUIREMENT 3:

Part I - General Requirements

1. Introduction: The purpose of this contract is to provide courier services to transport diagnostic specimens supplies to and from the Pathology & Laboratory Medicine Service at the Veterans Affairs Medical Centers (VAPORHCS) in Portland, Oregon. There are two types of services required: “scheduled trips” and “as needed” trips. This requirement is for consolidated scheduled pickup and delivery services between the VAPORHCS and all ten satellite Community Based Outpatient Clinics (CBOC) facilities within its jurisdiction. The “as needed” trips involve the pickup of diagnostic specimens from VAPORHCS and delivery to the American Red Cross, and also involves the pickup of diagnostic specimens in the community to be delivered to VAPORHCS clinical laboratory.

2. Scope: The Contractor shall provide all resources including but not limited to vehicles, personnel, management, PPE (personal protective equipment), labor, equipment, licensing and insurance required to provide carrier services between the VAPORHCS, and all of facilities identified in this Performance Work Statement. The agency’s objective is to achieve higher operating efficiencies, and tighter regulatory compliance with a specialized carrier company that is trained in transporting and handling of biological specimens.

a. 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.

b. The contractor is responsible for ensuring the packages are securely closed, secured against movement, protected against damage and held in a temperature regulated environment.

c. It will be the responsibility of the VAPORHCS staff to package the diagnostic specimens for courier pickup. The packages must be leak proof and also packaged to protect patient sensitive information. Outer package must be the manufacturer’s original package or a package of equal or greater strength and integrity.

3. 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 Oregon.

4. 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

Index

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.

7. Services requested: 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:

a. Laboratory diagnostic specimens from humans that have been properly packaged by VA staff and placed inside temperature-controlled totes.

b. Clean laboratory medical supplies/reagents that must be delivered within the same day or within 24 hours. In most cases, 24 hours delivery time will be acceptable. Delivery time is dependent on the stability of the product and/or the urgency of the products arrival. All supplies/reagent must be maintained in a temperature regulated environment because some are sensitive to fluctuations in temperature. Delivery sites include all of the CBOCs, Vancouver VAMC, and other medical facilities in the Portland Metropolitan area.

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, training, 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 per site

· Estimated total number of as-needed trips provided per site

· Number of delays by date, delivery time and location per site

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

6. 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

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

· Scheduled trips: Shall be in accordance with the delivery schedule

· As Needed trips for Vancouver VA Medical Center to pick-up diagnostic specimens to be delivered to PLMS:

· 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 Vancouver VAMC 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.

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

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

· 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.

· Contractor will pick-up diagnostic specimens on weekends and holidays from 7am to midnight. During the week, specimen pick-up requests, would be during the hours of 6pm to midnight.

· As Needed trips for Pathology & Laboratory Medicine Service to pick-up diagnostic specimens to be delivered to the American Red Cross.

(i) Contractor will pick-up diagnostic specimens within one hour of notification from the Blood Bank section in the Clinical Laboratory, building 100, 2nd floor to be delivered to the American Red Cross in 60 minutes.

(ii) Services will be required seven (7) days a week and twenty-four (24) hours a day including all holidays. Maximum trips per month are estimated at 3 to 5.

(iii) Lab specimens must be delivered to an authorized laboratory employee who shall sign and retain a receipt. Under no circumstances shall any specimen be left unattended at any point.

(iv) There shall be no additional charges for elevators/stairs, number of packages carried or STAT requests.

(v) Address for The American Red Cross: 3131 North Vancouver Avenue, Portland, OR 97227. Phone number: 503-284-1234.

· As Needed trips for Pathology & Laboratory Medicine Service to pick-up and/or deliver laboratory testing reagents and supplies to other medical facilities in the Portland Metropolitan area.

i. Contractor will pick-up reagents/ supplies from the PLMS Clinical Laboratory, building 100, 2nd floor to be delivered to a designated medical facility in the Portland Metropolitan area.

ii. Contractor will pick-up reagents/supplies at a medical facility in the Portland Metropolitan area to be delivered to Portland VA Medical Center PLMS.

iii. Services will be required seven (7) days a week. Notification of services needed would fall between 8:00am to 4:30pm. Estimated number of requests per year is five.

iv. Lab reagent or supply must be delivered to an authorized laboratory employee who shall sign and retain a receipt.

· As Needed trips to support VHAPORHCS Home Health Veteran Care Services to pick-up diagnostic specimens from the following Counties; Multnomah, Clackamas, Washington, and Clark.

i. Contractors will pick-up diagnostics specimens as needed under the guidance of Home Health Services. Locations of pick-up could be private home or community nursing care facility.

ii. Services will be required 7 days of week and during 8am to 8pm hours of day.

iii. Lab specimens must be delivered to an authorized PLMS staff who will sign and retain a receipt. Under no circumstances shall any specimens be left unattended at any point.

iv. Estimated maximum number of trips per month is 65.

8. Pickup: Designated pick-up points at VAPORHCS are:

· Lab Specimens will be picked up at the CBOC lab according to designated times stated on schedule.

· Lab Specimens originating from the CLC in Vancouver will be picked up at the B-Wing Nurses Station

· Clean lab supplies will be picked up at the PLMS Clinical laboratory to be delivered to the CBOCs, as needed.

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

· Items for the laboratory shall be delivered to the second floor Clinical Laboratory in Building 100, room 2C107.

· The Core Business hours to the CBOC’s are subject to change; and as such the times of pick-ups would change, not the frequency.

· There is a probability that there will be additional Saturday pick-ups at other CBOC locations not designated below. Contractor will be notified in advance.

12. 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 waist clearly identifying themselves as Contractor employees.

· The VA strives to be a fragrance-free facility. Contractor employees should refrain from use of perfumes, strongly smelling lotions, shampoo’s and any other strongly smelling personal hygiene items. Avoid use of any strongly smelling air fresheners within the transportation vehicles.

· 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.

15. 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.

· The vehicles shall be of a model and make that will ensure the safe and secure transportation of laboratory specimens. Totes containing biological specimens must be stored in a controlled temperature regulated environment.

· All vehicles must remain locked when not attended by Contractor employee to avoid unauthorized entrance. Vehicles (when not attended) shall NOT remain running due to the accumulation of exhaust fumes.

· 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, to include a Hazardous Materials/Waste Certificate if required. No Government equipment shall be provided.

· 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 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 and biological specimens 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.

19. 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

· Documented training for medical couriers, to ensure that the Contractor’s drivers are protected while transporting lab specimens and other potentially biohazardous materials. 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

· 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 of privacy and information security shall be ground for contract termination. Failure to complete the initial and mandatory safety training every two years for medical couriers that transport biological substances.

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

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

PART IV: FEDERAL HOLIDAYS

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.

PART V: PRICE/COST SCHEDULE

A. Trip Price: The trip price shall include:

Transport of diagnostic biological Laboratory specimens.

· Pickup/Delivery Service(s) from each of the ten CBOC facilities, and then back to the Portland VA Medical Center.

· This will require from one to three Lab Specimen pickups per day, Monday-Friday, from each of the ten CBOCs.

Additionally, there will be Lab Specimen pickups on Saturdays from a few of the CBOCs and then delivered back to the Portland VAMC Pathology and Laboratory Service. Note: These Saturday clinic pickup days at the CBOCs may include more of the clinics in the future.

· As needed pickup/delivery service from the Vancouver VAMC to the Portland VA Medical Center.

· As needed pickup/delivery service from the Portland VA Medical Center to the American Red Cross.

· As needed pickup/delivery of laboratory reagents and supplies to medical facilities in the Portland Metropolitan Area

PART VI: Additional requirements

1. Specimen totes & bags (Please chose one option):

· Option 1- The medical courier uses their company owned temperature controlled totes and bags that are designed to transport laboratory biological specimens. Empty totes will be left at each site when a full tote is picked up. One specimen tote or bag for room temperature specimens, and at least one tote or bag for specimens that require storage at refrigerated temperatures. The VA staff will be responsible in packing the specimens in the totes prior to pick-up.

· Option 2 – VAPORHCS will purchase temperature-controlled totes & bags to use to transport laboratory biological specimens. The medical courier will leave empty VAPORHCS totes at each site when a full tote is picked up. One specimen tote or bag will be for room temperature specimens, and at least one tote or bag for specimens that require storage at refrigerated temperatures. The VA staff will be responsible in packing the specimens in the totes prior to pick-up.

Path Lab Transport Delivery Schedule

Salem CBOC

Newport CBOC

Lincoln City CBOC

North Coast CBOC

Bend CBOC

The Dalles CBOC

CRRC CBOC

Fairview CBOC

Hillsboro CBOC

West Linn CBOC

Vancouver VAMC

Portland VAMC Lab

Vancouver CLC

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