S02 36C26026Q0213 0002 Amendment 2 Answer Q Updated SOW.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 13

0002 01-20-2026

687-26-024-0018

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Bldg.17, Suite B428

Vancouver WA 98661

36C260

Network Contracting Office 20

ATTN: V4CONT

1601 E. Fourth Plain Blvd

Bldg.17, Suite B428

Vancouver WA 98661

To all Offerors/Bidders

36C26026Q0213

01-14-2026

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 01-28-2026 1PM MST

687-3660160-024-822300-2660 010022390

X One (1)

a. The purpose of this amendment is to answer a question and to update the Statement of Work.

b. Page two of this amendment lists the answers to the question received regarding this solicitation. The questions

c. See page three of this amendment for the updated Statement of Work.

CONTINUATION PAGE

Question 1: This only shows service for five CBOCs. This does not include any service to Seattle VAMC or Portland VAMC. Will these services be needed in this contract?

Answer: Please see revised SOW, Laboratory will require a route for Portland 3x per week. Seattle is no longer a route this facility requires.

Question 2: Indicates vendor will provide all equipment. In our experience in Pharmacy transport with the

VA, transport vessels are typically provided by the VA and sealed with a tamper proof seal by VA personnel. Will this be the case for the contract, or will the vendor need to provide totes and seals for VA use?

Answer: Vendor will provide transportation and their own vehicles - ie equipment. The facility will provide their own contrainer.

Question 3: Description of Requirement mentions sterile and contaminated instruments. The scope of work does not. Will this service be needed and if so, will the vendor need to provide totes and seals for

VA use.

Answer: This service will not be needed.

Question 4: The request for a route plan indicates that there is a delivery deadline of 15:30. No time is specified for when the VA will have items ready for pickup. There are no times specified for the CBOCS or their operating hours. Requirements state that pharmacy must be picked up and delivered within business hours. Are there any additional times that should be factored in when developing a route plan?

Answer: The facility can be ready for pickup by 9am.

Question 5: Does the work start immediately at the beginning of February? Would we have time to get the vehicle and employee information arranged after the award?

Answer: Please See Statement of Work in the “Period of Performance” section. You will have time to get all necessary information from time of award to the start of the contract.

Question 6: How many drivers do you anticipate it will take to cover the routes? Is that up to our discretion and what we submit?

Answer: Correct, this is up to your discretion. An example of acceptable route structures was provided in the SOW under the section titled “DAILY COURIER SERVICES”.

Question 7: Does each facility listed need to be delivered to/ picked up from each day? What is the average number of courier routes or runs per day and per week?

Answer: This is in the route information in the SOW. The three routes are daily and Portland is 3x a week.

All sites have daily pickup and delivery to Walla Walla except Portland. Lab currently have a Thursday return visit arranged with another vendor. Portland Lab services are required 3x per week.

Question 8: Are there any historical utilization data used to inform the monthly pricing structure?

Answer: This information is not available for release.

STATEMENT OF WORK (SOW)

DESCRIPTION OF REQUIREMENT

The Vendor shall provide comprehensive courier services to the Jonathan M. Wainwright VA Medical

Center (VAWW) and its associated Community Based Outpatient Clinics (CBOCs). These services include the secure, timely, and compliant transport of a wide range of items such as laboratory specimens, pharmaceuticals, medical and office supplies, prosthetic equipment, sterile and contaminated instruments, radiology reports, interoffice mail, and sensitive documents. All courier operations must comply with applicable federal, state, and VA regulations, including those governing the handling of biohazardous materials, pharmaceuticals, and protected health information. Courier routes must be designed to begin and end at VAWW each day. Final deliveries to VAWW must be completed no later than 1530 local time to ensure timely processing by internal departments. The Vendor must ensure that laboratory specimens, pharmaceuticals, and logistics items are transported in separate containers and are not co-mingled at any time. Each category of item must be handled in accordance with its specific environmental and security requirements. Under no circumstances may clinical items—including laboratory specimens, pharmaceuticals, or patient-related materials—be stored overnight. Only non-clinical items such as storage bags or empty totes may be held overnight for next-day delivery.

SERVICE CONTRACT REQUIREMENT

The Vendor shall provide hourly wages to all personnel performing under this contract in accordance with the U.S. Department of Labor Wage Determinations and the requirements of FAR Subpart 22.10, Service

Contract Labor Standards. The applicable labor category for this contract is 01141 – Messenger Courier.

Vendors must refer to Solicitation Attachment 1 for the current USDOL Wage Determinations and ensure compliance with all wage and fringe benefit requirements.

PERIOD OF PERFORMANCE

The period of performance for this contract shall begin on May 1, 2026, and end on April 30, 2027. The

Government reserves the right to exercise up to four additional one-year option periods, which, if exercised, would extend the total period of performance through April 30, 2031.

Ordering Period Period Begins Period Ends

1 Base 05/01/2026 04/30/2027

2 Option Year 1 05/01/2027 04/30/2028

3 Option Year 2 05/01/2028 04/30/2029

4 Option Year 3 05/01/2029 04/30/2030

5 Option Year 4 05/01/2030 04/30/2031

PLACES OF PERFORMANCE

The primary place of performance for this contract is:

• Jonathan M. Wainwright Memorial VA Medical Center – 77 Wainwright Drive, Walla Walla, Washington 99362.

In addition to the main facility, courier services shall be provided to and from the following Community

Based Outpatient Clinics (CBOCs) daily:

• La Grande VA Clinic – 202 12th Street, La Grande, Oregon 97850

• Lewiston VA Clinic – 1630 23rd Avenue, Building 2, Lewiston, Idaho 83501

• Morrow County VA Clinic – 2 Marine Drive, Suite 103, Boardman, Oregon 97818

• Richland VA Clinic – 825 Jadwin Avenue, Suite 250, 2nd Floor, Richland, Washington 99352; and

• Yakima Valley VA Clinic – 1211 Ahtanum Ridge Drive, Union Gap, Washington 98903.

• Portland VAMC - 3710 SW US Veterans Hospital Rd, Portland, OR 97239 (3x per week)

TRAINING REQUIREMENTS

Upon award and successful completion of background checks, all Vendor personnel assigned to perform services under this contract shall complete the required VA Training Management System (TMS) course.

This training must include IATA Hazardous Materials Regulations, HIPAA Compliance Training, and Patient

Privacy Training. Each vendor personnel must complete the training and submit the certification to the vendor. The Vendor shall then submit a consolidated list of trainings completed to both the CO and Point of

Contact.

ESTIMATED QUANTITIES

The quantities referenced in Section B.2 (Price Schedule) are based on historical usage data from the

Department of Veterans Affairs and are provided for estimation purposes only. These figures do not constitute a guarantee of volume. Actual quantities ordered under this contract may be equal to, less than, or greater than the estimated amounts.

DEFINITIONS AND ACRONYMS:

CBOC: Community Based Outpatient Clinic

CDC: Centers for Disease Control and Prevention

CDR: Contract Discrepancy Report

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) / Point of Contact (POC)– A person appointed or designated by the CO to take necessary action to ensure the Vendor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR/POC 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 Vendor 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: Statement of Work

SCOPE OF WORK

VAWW requires comprehensive courier services to support its main facility and associated CBOCs. The

Vendor shall provide all necessary management, labor, equipment, vehicles, transportation, insurance, and information security safeguards in accordance with HIPAA to ensure the secure and compliant transport of materials. Services shall include the pickup and delivery of laboratory specimens, pharmaceuticals, medical and office supplies, and other designated items between VAWW and the locations listed under “Places of

Performance.”

The Veterans Health Administration (VHA) operates CBOCs to deliver outpatient primary care services closer to where eligible veterans reside, particularly in rural and underserved areas. These services may include preventive care, immunizations, mental health services, laboratory testing, physical therapy, and referrals to specialists. The scope and availability of services may vary by clinic.

All courier operations must comply with applicable federal, state, and local regulations, including those governing the handling and transport of diagnostic specimens, biohazardous materials, and protected health information. The Vendor is responsible for ensuring that all services are performed in accordance with these standards and that all transported items are handled with the appropriate level of care and security.

RECORD KEEPING

The Vendor shall be responsible for preparing, maintaining, and submitting all reports required by federal, state, and local regulations that pertain to the services provided under this contract. This includes any documentation requested by regulatory agencies or the Department of Veterans Affairs. All correspondence related to the contract or any issued task order must include the contract number, facility name, and a description of the services performed. Upon written request, the COR/POC will provide the

Vendor with copies of any reference documents or materials within fifteen (15) business days.

DAILY COURIER SERVICES

The Vendor shall provide daily courier services between VAWW and associated Veterans Affairs hospitals and CBOCs, Monday through Friday, excluding federal holidays. These services shall include the secure and timely transportation of a wide range of items, including but not limited to pharmaceuticals, medical supplies, diagnostic specimens, patient charts, prosthetic equipment, office supplies, interoffice mail, sterile and contaminated instruments, laboratory specimens (e.g., blood and body fluids), housekeeping supplies, and other hand-carried materials. All items shall always remain secured (locked) while in the Vendor’s possession.

All courier routes must be designed to ensure that deliveries to VAWW are completed no later than 1530 local time each day. The Vendor is responsible for planning and executing routes that allow for timely delivery to VAWW departments (Laboratory, Pharmacy, and Logistics), completion of pickups, and return to VAWW within the required timeframe. All routes must begin and end at VAWW.

The Vendor shall maintain strict separation of transported items by category. Laboratory specimens, pharmaceuticals, and logistics materials must be transported in separate containers and shall not be co-mingled. Clinical items—including laboratory specimens, pharmaceuticals, and patient-related materials— must not be stored overnight. Only non-clinical items such as storage bags or empty totes may be held overnight for next-day delivery.

As part of their proposal submission, the Vendor shall provide a detailed route plan that demonstrates their ability to meet the operational requirements of VAWW. This plan must include proposed routes, estimated drive times, stop sequences, and delivery schedules that ensure compliance with 1530 delivery deadline. The Government will evaluate the proposed routes to determine the Vendor’s ability to meet service expectations. The Vendor shall also submit updated route plans to the Contracting Officer’s

Representative (COR)/ Point of Contact (POC) at least five (10) business days prior to the effective date of any changes.

The following are examples of acceptable route structures based on current operational needs. These are provided for planning purposes only:

Route 1: VAWW → Yakima VA Clinic → Richland VA Clinic → VAWW

Route 2: VAWW → Lewiston VA Clinic → VAWW

Route 3: VAWW → Morrow County VA Clinic → La Grande VA Clinic → VAWW

Portland VAMC -- 3x per week

All courier operations must comply with applicable federal, state, and local regulations, including those governing the handling of biohazardous materials, HIPAA compliance, and Department of Transportation

(DOT) safety standards.

DAILY TRANSPORT REQUIREMENTS

The Vendor shall be capable of transporting a variety of items on a daily basis. These items may include, but are not limited to:

• Approximately three (3) laboratory specimen tote bag per site

• Approximately two (2) logistics totes per site

• Approximately two (2) pharmacy boxes per site

• Approximately two (2) sterile processing service (SPS) totes per site

• Approximately one (1) large prosthetics box (e.g., wheelchair) per site,

• Approximately one (1) environmental management tote per site, and

• Approximately two (2) miscellaneous boxes or small equipment items per site

Totes are generally 26 inches high X 18 inches long X 17 inches wide and may vary in size. Routine delivery totes shall not exceed 49 pounds. Some items may be of irregular dimensions, such as crutches, canes, or paper supply boxes. Boxed wheelchairs are considered routine delivery items.

ADDITIONAL COURIER REQUIREMENTS

Laboratory specimen containers for delivery and pickup are approximately 16 inches high x 30 inches long x 20 inches wide, though dimensions may vary. The Vendor shall:

• Deliver and pick up empty containers for each location as needed

• Deliver and pick up fully packed containers for return trips

• Ensure all containers are securely sealed, labeled, and protected from environmental hazards

The Vendor shall transport all specimens in accordance with applicable Department of Transportation

(DOT) and Occupational Safety and Health Administration (OSHA) regulations, including 49 CFR and 29

CFR.

Some containers or packages may exceed 50 pounds or require special handling. In such cases, the

COR/POC will provide the Vendor with 24-hour advance notice to determine if special accommodations are needed. Packages requiring special handling will be clearly marked (e.g., “Fragile,” “This Side Up”), and the Vendor shall comply with all such instructions.

The Vendor shall ensure that courier personnel are capable of independently loading and unloading all items being transported. VA personnel will not be available to assist with lifting, carrying, or transferring containers, boxes, or equipment at any pickup or delivery location.

All pharmacy-supplied products must be picked up and delivered on the same day and within business hours. Under no circumstances shall pharmacy items be stored overnight, on weekends, or on holidays.

Empty pharmaceutical transport totes can be delivered the next day.

ENVIRONMENTAL CONTROLS

Specimens shall be transported in conditions required to preserve specimen integrity. Accommodations must be made to transport Room Temperature, Refrigerated Temperature and Frozen specimens.

Specimens must arrive in optimal conditions to ensure specimen viability and integrity

Frozen Specimens must be transported on Dry Ice or VA supplied reusable dry ice alternative gel packs.

VA Walla Walla will provide a courier cooler/transport for the driver to use in transporting the specimens.

It has separate compartments for Frozen, Refrigerated and Room temperature specimens.

All transported items must be protected from environmental hazards such as dust, snow, rain, and direct sunlight. Vendor personnel shall not leave vehicles unattended in extreme heat or cold while transporting laboratory specimens, pharmaceuticals, or sterile supplies.

The Vendor shall be responsible for any failure to maintain required environmental conditions that results in damage, spoilage, deterioration, loss, or breakage of transported items. In such cases, the Vendor shall:

• Submit a preliminary incident summary to the COR/POC within 24 hours of the event.

• Provide a written incident report within 72 hours, detailing the cause, impact, and corrective actions taken (including who, what, where, when, and how).

BLOODBORNE PATHOGENS

The Vendor and all Vendor personnel shall comply with applicable VA Medical Center policies and

Occupational Health requirements in accordance with the OSHA Bloodborne Pathogens (BBP) Standard and the OSHA Tuberculosis Compliance Directive, enforceable under OSHA’s General Duty Clause.

If the Vendor becomes aware that any individual providing services under this contract may be infected with a bloodborne pathogen, the Vendor shall immediately notify the COR/POC. The Vendor shall ensure that such individuals are evaluated in accordance with applicable health and safety protocols before continuing to perform services under this contract.

HIPAA COMPLIANCE

The Vendor shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Public Law 104-191, and all associated regulations governing the privacy and security of Protected

Health Information (PHI). This includes compliance with:

• 38 U.S.C. §5701 – VA Claims Confidentiality

• 38 U.S.C. §5705 – Confidentiality of Healthcare Quality Assurance Review Records

• 38 U.S.C. §7332 – Confidentiality of Certain Medical Records

• 45 C.F.R. Parts 160, 162, and 164 – HIPAA Privacy and Security Rules

The Vendor shall also adhere to all applicable VA security policies and confidentiality statutes. As required by HIPAA, the Veterans Health Administration (VHA) is the covered entity component of VA.

CONTINGENCY PLAN

The Vendor shall develop and maintain a Contingency Plan to ensure continuity of courier services under adverse or unexpected conditions. The plan shall address the following:

1. Inclement Weather: Within five (5) business days of award, the Vendor shall submit a plan for managing courier operations during inclement weather. The plan shall include:

o Notification procedures for all affected CBOCs, VA laboratory staff, and the COR/POC o Sufficient lead time to allow VA staff to notify patients of service delays or rescheduling o Immediate notification to the COR/POC via phone and email in the event of road closures or travel restrictions issued by the Washington, Oregon, or Idaho Departments of Transportation

2. Service Disruptions: The Vendor shall also submit a plan within five (5) business days of award to ensure uninterrupted daily courier services in the event of:

o Vehicle breakdowns o Driver unavailability o Route closures or delays

This plan shall include provisions for:

o Returning deliveries to the facility if unable to complete the delivery o Backup drivers and vehicles o Alternate routing o Use of as-needed or emergency courier services as fallback

The Contingency Plan shall be reviewed annually by the Vendor, the COR/POC, and designated VA laboratory personnel, and updated as necessary.

VENDOR VEHICLES

Within five (5) business days after award, the Vendor shall submit to the COR/POC a list of all vehicles to be used under this contract, including:

• Number of vehicles

• Make, model, and license plate for each vehicle

All vehicles and storage areas used in the performance of this contract must:

• Be licensed and compliant with applicable laws in Washington, Oregon, or Idaho

• Be maintained in a sanitary, clean condition, free of foreign debris and contaminants

• Be in good working order, with all doors and trunks able to fully close and lock

• Be locked at all times when unattended and containing VA materials

Each vehicle shall be equipped with at least one current and complete biohazard “Spill Kit” for use in the event of leakage or accidental discharge. The Vendor shall maintain automobile liability insurance as required by the states of Washington, Oregon, or Idaho. Upon request, the Vendor shall provide certified proof of insurance for all vehicles used under this contract.

The following vehicle types are prohibited:

• Bicycles

• Motorcycles

• Convertibles or vehicles without secure cargo areas

• Pickup trucks without a fully enclosed and lockable bed cover (unless cargo is secured in the driver’s cab)

VENDOR DRIVERS/PERSONNEL

Within five (5) business days after award, the Vendor shall submit to the COR/POC a list of all drivers assigned to this contract, including:

• Full name

• State of licensure

All Vendor personnel must:

• Maintain a valid driver’s license appropriate for the vehicle operated in Washington, Oregon, or

Idaho

• Be cleared through the HHS OIG List of Excluded Individuals/Entities (http://oig.hhs.gov/exclusions/index.asp)

• Conduct themselves in a professional and business-like manner at all times

• Wear VA-issued PIV badges while on VA premises (provided after successful background checks)

• Independently load and unload all items without assistance from VA personnel

• Maintain a courier log documenting pickup/delivery times, dates, and number of containers or items

• Notify the COR/POC during business hours of any unusual events or delivery impediments

• Vendor personnel shall not smoke in vehicles or while transporting VA items. Smoking is only permitted in designated areas at VA or CBOC facilities.

• No passengers or animals are permitted in vehicles transporting VA materials.

The Vendor shall provide and maintain training for all personnel in safety and packaging procedures appropriate to the materials transported. This includes:

• Biohazard handling

• IATA Hazardous transport regulations

• HIPPA Training

• Patient Privacy Training

• Use of rigid containers

• Temperature control

• Spill response and notification procedures

Upon request, the Vendor shall provide documentation certifying that training has been completed.

Reference: 49 CFR §173.199, §172.700 Subpart H, and IATA Section 1.5.02. The Government reserves the right to refuse or remove Vendor personnel from the contract for conduct that jeopardizes patient care or interferes with VA operations. Final decisions on personnel acceptability rest with the Contracting

Officer (CO), in consultation with the COR/POC.

INDEMNIFICATION

The Vendor 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 Vendor, its agents, or employees.

VENDOR SUPPORT FOR EMPLOYEES

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

PROBLEM RESOLUTION

The CO, upon discussion with COR/POC and VA lab personnel, will resolve complaints concerning vendor relations with Government employees and/or patients. The CO is final authority on validating complaints. In the event the vendor is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services being rendered. This does not preclude refusal in the event of incidents involving physical or verbal abuse by vendor personnel towards VA personnel, CBOC personnel, COR/POC and other vendor personnel while performing services as specified in this contract.

REPORTS AND DELIVERABLES

http://oig.hhs.gov/exclusions/index.asp

Vendor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Vendor 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 CO or COR/POC. The following are brief descriptions of required documents that must be submitted by Vendor:

What Submit as noted Submit To

List of Vendor Vehicles, including number of vehicles, make/model, and license plates

Within five (5) business days after award or new vehicle

COR/POC

List of Vendor drivers, including names and states of licensure

Within five (5) business days after award and new hiring

COR/POC

Provide contingency plan Within five (5) business days after award COR/POC

Provide delivery routes Within five (5) business days after award COR/POC

For Background Investigations and Special Agreement Checks, complete forms provided by CO

Within five (5) business days after award CO with cc to

COR/POC

Insurance Certificate Within five (5) business days after award CO with cc to

COR/POC

Proposed Updates to Delivery Routes Within five (5) business days of effective date of proposed change

COR/POC

Completion of Required Training Within five (5) business days after receiving notice to proceed on cleared Vendor personnel from CO

CO and

COR/POC

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Vendor will be evaluated in accordance with the QASP. 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 vendor accomplishes the work. Rather, the QASP is created with the premise that the vendor 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 vendor through a contract modification.

Copies of the original QASP and revisions shall be provided to the vendor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

• Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the Vendor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the Vendor’s performance.

• Contracting Officer’s Representative (COR) / Point of Contact (POC) – The COR/POC is responsible for technical administration of the contract and shall assure proper Government surveillance of the Vendor’s performance. The COR/POC shall keep a quality assurance file. The COR/POC is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Performance Standards:

The Vendor is responsible for performance of ALL terms and conditions of the contract. The COR/POC 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 vendor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of vendor performance to these standards.

Methods of QA Surveillance:

Various methods exist to monitor performance. The COR/POC 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/POC delegation or as needed.

• Validated user/customer complaints: data will be collected from actual patient complaints. Complaints will be investigated and verified.

• Random sampling: vendor log books will be reviewed by COR/POC for compliance

• Verification and/or documentation provided by vendor: vendor provided information on services provided to COR/POC.

Performance Requirements:

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

Measures Performance

Requirement

Acceptable Quality Level

Surveillance

Method

1. Vendor shall submit accurate invoices

Vendor to submit accurate invoices (under VAAR Clause

95% Direct observation (review of invoices)

852.232-72)

2. Regular deliveries: Walla Walla, La Grande, Morrow County, Richland, Lewiston & Yakima - arrive between 0800 - 1530

Vendor to meet delivery timelines (SOW under “Daily

Courier Service”) 95%

Random sampling (Review of Log Book)

3. User/Customer Complaints

Vendor has a plan in place for handling complaints and all complaint responses are submitted to the COR/POC or

CO within two (2) business days of complaint

100%

Verification provided by vendor/Validated user and customer complaints (response and documentation from vendor)

If vendor performance does not meet the Acceptable Quality level, the CO shall inform the Vendor. 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/POC and the CO determines formal written communication is required, the COR/POC shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the vendor's program manager for corrective action.

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

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