36C26124Q0612 Medical Courier Services.docx

36C26124Q0612

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C261-24-AP-1460

04-29-2024 Krystal Zoufaly 916-923-4304 05-31-2024

PDT

612MCP

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21

X

492110 1500 Employees

N/A

VA Palo Alto Healthcare System 3801 Miranda Ave

Palo Alto CA 94304

612MCP

Department of Veterans Affairs

Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan CA 95652

Department of Veterans Affairs FMS VA-9(101) Financial Services Center

PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page This is a solicitation for medical courier services for the VA Palo Alto Healthcare System.

The Government anticipates the award of a single Indefinite-Delivery-Indefinite-Quantity contract for five years. The Period of Performance is 10/01/24 - 09/30/29.

The offeror must be a SBA-certified service-disabled veteran-owned small business (SDVOSB) in the Veterans Small Business Certification (VetCert) database under the applicable NAICS for this solicitation.

VAAR clause 852.219-75 MUST be signed and submitted by the offeror with their quote or the offeror CANNOT be considered for award.

See CONTINUATION Page

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C261 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

See Section 8 in the Performance Work Statement

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

The guaranteed minimum award amount for this contract is $2,000. The maximum aggregate value of orders that can be placed under this contract is $6,500,000. The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

ITEM INFORMATION

Fixed-Route Delivery Contract Period: Ordering Period 1 POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative: Courier/Messenger

MANUFACTURER PART NUMBER (MPN): N/A

STAT Delivery

POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

On-Demand Delivery

POP Begin: 10-01-2024 POP End: 09-30-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Fixed-Route Delivery Contract Period: Ordering Period 2 POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

STAT Delivery

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

On-Demand Delivery

POP Begin: 10-01-2025 POP End: 09-30-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Fixed-Route Delivery Contract Period: Ordering Period 3 POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

STAT Delivery

POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

On-Demand Delivery

POP Begin: 10-01-2026 POP End: 09-30-2027 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Fixed-Route Delivery Contract Period: Ordering Period 4 POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

STAT Delivery

POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

On-Demand Delivery

POP Begin: 10-01-2027 POP End: 09-30-2028 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

Fixed-Route Delivery Contract Period: Ordering Period 5 POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

STAT Delivery

POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

On-Demand Delivery

POP Begin: 10-01-2028 POP End: 09-30-2029 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services

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B.3 PERFORMANCE WORK STATEMENT (PWS)

Medical Courier Services for the VA Palo Alto Healthcare System

1. DEFINITION AND ACRONYMS:

ANM – Assistant Nurse Managers BPA - Blanket Purchase Agreement CBOC - Community Based Outpatient Clinic: provides primary care services to eligible veterans in their communities. These clinics offer preventive care, immunizations, dental and physical therapy, specialist referrals, and more. Services in each VAPAHCS facility may vary.

CDC - Centers for Disease Control and Prevention CDR - Contract Discrepancy Report CLC – Community Living Center (Extended Care Service): a VA nursing home where veterans receive 24-hour nursing home-level care, including geriatrics and extended care services, help with daily living activities, skilled nursing, and medical care.

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 Vendor 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 Vendor past performance on awards.

CPRS – Computerized Patient Record System DOT - U.S. Department of Transportation ED – Emergency Department HIPAA - Health Insurance Portability and Accountability Act IDIQ – Indefinite Delivery Indefinite Quantity contract TJC – The Joint Commission, hospital and laboratory regulatory and accrediting body JPSR – Joint Patient Safety Reporting. This is the system used by both the Department of Defense (DOD) and Veterans Health Administration (VHA) to report patient safety events.

NM – Nurse Managers OIG – Office of Inspector General OSHA - U.S. Occupational Health and Safety Administration PHI – Patient Health Identifiers POP - Period of Performance QASP - Quality Assurance Surveillance Plan RMD – Reusable Medical Devices STAT – The term to describe the most urgent of orders. This special designation is meant to be used in case of an emergency where the results of a test, procedure or medication may mean the difference between life and death.

SPS – Sterile Processing Service Department VAPAHCS – Veterans Affairs Palo Alto Healthcare System

2. GENERAL INFORMATION

2.1 DESCRIPTION. The VAPAHCS has a requirement for medical courier services. The contractor must provide all necessary management, labor, equipment, company vehicles, transportation, information security (HIPAA), and insurance to provide laboratory, medical medication and supplies courier services to and from the VAPAHCS main campus, including the CLC and CBOC addresses cited under Section 3 "Places of Performance." The courier services include pickup and delivery of laboratory specimens such as anatomic/surgical pathology, blood, coagulation, hematology, serology, pharmaceutical prescriptions/supplies, RMD, stock medication, specimen containers, medical records, and other packing supplies.

The contractor must ensure that all vehicles used for this service are designed to transport specimens and materials without compromising specimen integrity and materials confidentiality. All services must comply with federal, state, and local regulations or ordinances, including any specific rules for hazardous materials, information security (HIPAA), dangerous goods, diagnostic specimens, or bio-hazardous materials.

2.2 TYPE OF CONTRACT. Firm Fixed-Price, Indefinite Delivery Indefinite Quantity (IDIQ) contract. 5-year base contract.

3. PLACES OF PERFORMANCE

Palo Alto Division (PAD) 3801 Miranda Avenue, Palo Alto, CA 94304

Menlo Park Division (MPD) 795 Willow Road, Menlo Park, CA 94025

VA Fremont CBOC 31999 Liberty Street Fremont, CA 94538

Livermore Division (LVD) 4951 Arroyo Road, Livermore, CA 94550

Mountain View Human Resource (HR) Building 1776 Old Middlefield Way, Mountain View, CA 94043

San Jose CBOC (SJC) 5855 Silver Creek Valley Place, San Jose, CA 95138

Monterey CBOC 201 9th Street, Marina, CA 93933

Routes, schedules, times, and frequency will be established on the task order level. The VA reserves the right to change the routes and schedules as needed on the task order.

Locations are subject to change to meet VA mission parameters as needed throughout the life of the IDIQ. Any changes to locations, such as additions or removals, will be completed as a contract modification to the IDIQ. Only the Contracting Officer is authorized to issue contract modifications, and the contractor shall not provide additional services until a Notice to Proceed has been issued by the Contracting Officer.

4. COURIER SERVICE

The courier service will cover a wide range of items, including the transportation of pharmaceuticals, medical supplies, diagnostic specimens with PHI, prosthetic equipment, RMD (sterile and contaminated instruments), laboratory specimens (blood/body fluids), housekeeping supplies, equipment such as wheelchairs and walkers, documents, medical records, x-rays, and any other hand-carried materials. All items must be securely locked while in the possession of the vendor to ensure safety and integrity of the items being delivered.

Courier services between VAPAHCS and CBOCs will operate daily from Monday to Friday, except on federal holidays or any day declared a federal holiday by the President of the United States. The Federal Government observes the following eleven holidays:

Independence Day

Path & Lab, and Pharmacy are open 24-hours at the PAD. CLC provides 24-hours care for Veterans. For federal holidays and after-hours specimen transport, the CLC can contact the vendor and request "on-demand delivery” or “STAT delivery” to or from the PAD Pathology and Laboratory, and Pharmacy. The contractor shall have adequate quantity of experienced VA- designated drivers and shall deliver specimen depending on the need of the type of delivery. Full definitions of these deliveries will be cited under “Schedules”.

4.1 CONTRACTOR PERSONNEL. The contractor is responsible for ensuring that all drivers (D), and administrative/operational (A/O) personnel meet the following requirements:

1. Maintain a valid and current driver’s license for the type of vehicle operated as required by the State of California. (D)

2. Complete training in handling biohazardous materials, bloodborne pathogen exposure, and spill cleanup procedures in compliance with Department of Transportation (DOT) and CDC Transportation rules and regulations. (D)

3. Training for handling and transport of Diagnostic or Infectious Laboratory specimens, including dry ice. (D)

4. Complete training in RMD handling and transportation in compliance with DOT. (D)

5. Complete training in the Health Insurance Portability and Accountability Act (HIPAA). (D, A/O)

6. Acknowledgement and acceptance of VA Privacy and Information Security Awareness and Rules of Behavior (required of all non-driver courier who are in correspondence with VA personnel). (D, A/O)

7. Acknowledgement in writing by all drivers that containers must not be opened under any circumstances. (D)

8. Ensure that all drivers are well-prepared to take assigned VAPAHCS delivery route(s) by providing adequate on-site training and guidance, especially to new drivers and those unfamiliar with the facility and service route. It may include but is not limited to parking area instructions, the locations of pickup and delivery areas, facility operating hours, and point of contact details, and other critical information. (D, AO)

4.2 IDENTIFICATION. The personnel of the contractor shall wear uniforms that are easily identifiable with the name of the company printed on them. Additionally, the contractor is required to issue an identification badge to the driver which should ideally have a picture and the name of the driver. This badge must be worn by the driver while providing contracted services at all VAPAHCS facilities.

4.3 CONDUCT. Unacceptable behavior by Contractor personnel will not be tolerated. These behaviors include, but are not limited to, improper physical actions (touching), improper verbal statements (using derogatory comments and verbal abuse), and improper visual actions (ogling, making sexual gestures).

Photography, video, or audio recording of any kinds is not permitted within, nor outside the premises in any VAPAHCS facilities.

VAPAHCS is committed to creating an environment where everyone is treated with civility, compassion, and respect. Sexual assault, sexual harassment, and other forms of harassment violate our values and make our workplace unsafe for everyone.

Sexual Assault is any type of sexual contact or attempted sexual contact that occurs without the explicit consent of the recipient of the unwanted sexual activity. Sexual assaults may involve psychological coercion, physical force, or victims who cannot consent due to dementia, anesthesia, severe mental illness, or other factors that remove the capacity to consent. Sexual assault is a crime. Report sexual assaults immediately to VA Police at (56) 65891 or (56) 65892. Report even when the assault is committed by a patient with diminished capacity. We have an obligation to report assaults and to support victims. Timely reporting is imperative as VA Police are mandated to report incidents within two hours of discovery.

Sexual Harassment is any unsolicited or unwanted verbal, gesture, or conduct that is sexual in nature. VAPAHCS has a zero-tolerance sexual harassment policy. Management will take prompt and effective action to address the harassment. Harassment is any unwelcomed conduct that creates an intimidating, hostile, or offensive environment.

Federal law prohibits the possession of firearms or other dangerous weapons in Federal facilities and Federal court facilities by all persons not specifically authorized by Title 18, United States Code, Section 930. Violators will be subject to fine and/or imprisonment for periods up to five (5) years.

4.4 VEHICLES. Contractor must provide adequate number of company vehicles with visible company logo to provide the needs as described on this PWS. Personal vehicles are not acceptable. The contractor is responsible for providing enclosed vehicles, such as automobiles, vans, or trucks, with adequate space, air conditioning, and proper security devices like door locks and alarms. All vehicles used in performance of this contract must be registered, licensed, and meet the minimum vehicle requirements as mandated by the Department of Transportation. All vehicles must be capable of transporting and maintaining proper temperature to preserve laboratory specimens, medications, other pharmaceuticals, RMD, and other clinical supplies.

All vehicles used for services under this contract must be equipped with GPS or transponder applications that provide real-time tracking of all drivers. The application may also include but not be limited to scheduling of non-fixed routes for pickup and delivery, providing confirmation of pickup and delivery, and capability to rate quality of deliveries. Information/data should be provided to the COR on a semi-annual basis. The contractor must grant application access to each department/location that utilizes the courier service. During application maintenance or any reasons of downtime, courier company will communicate promptly via phone or email with all departments or locations that utilize courier services.

4.5 CONTINGENCY PLAN. The contractor must create, implement, and maintain a VA-specific contingency plan for problems which may be experienced in the transport time frame (i.e., breakdown, accident, inclement weather, hazardous spills, driver or vehicle shortages, damaged containers, etc.). The plan should ensure safe and timely transportation of all required items.

5. SPECIAL HANDLING REQUIREMENTS

5.1 TRANSPORT. According to transportation guidelines, contractors must keep records of all the specimens, medications, RMD, medical/lab supplies transported in vehicles. These records should include refrigerators, freezers, coolers, heating blocks, warm and cold packs, and dry ice. Personally owned vehicles for transporting specimens, medications, RMD, and other medical supplies must not be utilized.

The contractor is responsible for ensuring the safety and integrity of the equipment, medications, specimens, and laboratory supplies during transport. Labels must comply with relevant state, federal, and local laws such as DOT and Cal/OSHA. Clean and contaminated items should be separated to prevent cross-contamination during transport.

If VAPAHCS conducts an inquiry or survey, the contractor/vendor must provide a detailed description of the specimens (container types and quantities), medications, RMD, and transportation used.

Delivery vehicles should not be parked in patient parking lots. Contractors are to utilize delivery parking areas and access points. Wherever possible at the PAD, contractors are to utilize cargo elevators instead of patient elevators.

5.2 HANDLING. During transportation, it is the contractor's responsibility to maintain the integrity of the specimens by preserving their temperatures and security seals in accordance with VAPAHCS' storage requirements at the time of pick up or as directed by VAPAHCS staff. If supplies need to be stored overnight in courier vehicles, the vehicles must remain secure and be kept away from extreme hot or cold environments to ensure the integrity of the supplies. VA items must never be stored overnight in courier vehicles without written consent from VAPAHCS.

These are the required storage temperatures:

Temperature exceeding the acceptable range during delivery must be reported to the relevant department point of contact for proper documentation. The department will then assess the integrity of the specimen, RMD, medications, and other important items that is related to the care of our Nation’s Veterans. During the assessment, if any article is compromised and/or the seals have been tampered with, the issue will be reported through logs by department (i.e., data sheet, general reports, delivery slips, JPSR, etc.).

Each department will have specific special handling requirements which will be detailed separately on this PWS.

5.3 LOSS OF SPECIMEN, MEDICATIONS, RMD AND OTHER SUPPLIES. In any case of loss of specimens, supplies, or government documents by the contractor in connection to the transport or delivery, there shall be an inquiry regarding the event. If the contractor has been determined to be at fault, the contractor may be held responsible for any damages resulting from the loss, including but not limited to replacement of the lost item(s) or subsequent patient damages from loss of specimen(s) or patient medical records and subsequent HIPAA violations.

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated Information Security Officer (ISO) and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

6. SCHEDULES

Establishing and following fixed route delivery is crucial for ensuring timely pickup and delivery of items at specified times and locations. Laboratory specimens are extremely sensitive to time and temperature, which means that they must be taken directly to the VA facility without being redirected to other non-VA pickups in-between. This could potentially delay or compromise the specimens. It's important to strictly adhere to pickups and drop-offs just before laboratory closures to avoid delays and overtime pay. In case of any extenuating circumstances resulting in delays, the pickups must occur before clinic closure. The contractor is responsible to communicate via current applications that provide real-time tracking of their vehicles and drivers and by calling the laboratory regarding the delay.

There are various hours of operations for each VAPAHCS’ divisions and CBOCs.

The contractor will provide the following types of courier services during the term of the contract:

6.1 FIXED-ROUTE DELIVERY. This type of service is for the transport of items along a set route regularly. Packages are being delivered and picked up from multiple locations as dictated by route schedule. Contractor may provide suggestions on route planning recommendations and improvements for review, approval, trial, and implementation.

6.2 STAT-DELIVERY. This type of service will allow time sensitive medications, medical instruments, and specimens to be delivered as quickly as possible. Deliveries will be within 1-2 hours of scheduling through an application or phone call when application is not available due to maintenance or any reasons of downtime.

6.3 ON-DEMAND DELIVERY. This type of service will allow medications, medical instruments, and specimens to be delivered outside the fixed-route delivery schedules (e.g., after hours, weekends, federal holidays, etc.). Deliveries will be within 4-5 hours of scheduling through an application (or phone call when application is not available due to maintenance or any reasons of downtime).

7. VAPAHCS DEPARTMENTS

The contractor's primary responsibility will be to provide courier services to CLC, Path & Lab, Pharmacy Service, SPS, and the Occupational Health (OH) departments. In addition to the fixed-route delivery schedules, courier services may also be for other VAPAHCS departments.

Pathology and Laboratory Medicine Service Department will be the primary point of contact for any business-related issues concerning the contract. Direct communication will be established with their respective point of contact if there are any operational issues, such as late deliveries, compliance, or lost specimens with other specific departments. The contractor is responsible to provide the medical courier services and provide contingencies in the event of their inability to fulfill the required services.

7.1 COMMUNITY LIVING CENTER

LVD: On-Demand Delivery

Packing Supplies

The courier service will navigate through the MPD campus to pick up time sensitive specimens for testing.

POINT OF CONTACTS. The following contacts are actively working on the following divisions:

MPD

LVD

In the absence of a Nurse Manager (NM) or an Assistant Nurse Manager (ANM), it is advised to communicate with the charge nurse for any urgent matters, particularly after hours. If no available Nurse Manager (NM) or Assist Nurse Manager (ANM) on duty, courier must speak to the charge nurse especially after hours or any urgent issues that arise.

The following management contact for Extended Care Service are:

Joy Abbey, Acting Chief Nurse 650-614-9997, ext. 23659

Dr. Jon Fuller, Service Chief 650-493-5000, ext. 64463

SPECIAL HANDLING SPECIMEN REQUIREMENTS. The CLC team members will follow special handling requirements of each specimen noted on CPRS and, or guidance provided by Path & Lab. It is the contractor's responsibility to comply with the special handling requirements listed under Path & Lab. Driver/Dispatch should contact the designated CLC POC for any delays and issues.

7.2 OCCUPATIONAL HEALTH PROGRAM

POINT OF CONTACTS. OH, in Mountain View is in an administrative building. The office is open Monday to Friday, from 0800H to 1200H and 1300H to 1600H.

650-694-6000, ext. 15167 (OH)

The following management contact for Occupational Health:

Brian Linde, MD, OH Service Chief brian.linde@va.gov No secondary POC

SPECIAL HANDLING SPECIMEN REQUIREMENTS. The OH team members will follow special handling requirements of each specimen noted on CPRS and, or guidance provided by Path & Lab. It is the contractor's responsibility to comply with the special handling requirements listed under Pathology and Laboratory Medicine. Driver/Dispatch should contact the designated OH POC for any delays and issues.

7.3 PATHOLOGY & LABORATORY MEDICINE

The courier service will navigate through the VAPAHCS facilities to pick up time sensitive specimens for testing.

POINT OF CONTACTS. Laboratory hours vary by site and do not coincide with the division or CBOC hours of operations. The PAD Laboratory is the only laboratory facility open 24/7, serving as the primary hub for all sample testing. Contractors must adhere to laboratory closure and contingency times. Below is key information regarding laboratory locations:

The following management contact for Pathology and Laboratory Medicine Service:

Lana Hur, Laboratory Manager lana.hur@va.gov 650-493-5000, ext. 66722 Dominique Bertrand, LVD Lab Supervisor dominique.bertrand@va.gov 925-373-4700, ext. 35270 *Covering for SJC CBOC

Mitesh Patel, Monterey Medical Technologist mitesh.patel@va.gov 831-884-1149

SPECIAL HANDLING REQUIREMENTS. It is the contractor's responsibility to comply with SPS-specific requirements, which may include, but are not limited to:

1. Ensure that their vehicles are large enough to hold up to fifteen (15) containers, boxes, specimen coolers and they separated, upright, and secure throughout transport.

2. Label/tag and store laboratory containers accordingly. Specimens will be packed according to the temperature requirements - ambient, refrigerated, or frozen conditions. The sending laboratory staff will prepare the specimens for transport and may occasionally use dry ice during packing.

3. Ensure cabins or storage areas for the specimen coolers/boxes kept between 20-25°C/68-77°F throughout the entire transport length. Driver/Dispatch may call the laboratory POC for guidance if there are temperature excursion during transport.

4. Ensure availability of transport containers appropriate for specimens under pre-arranged circumstances, STAT, or on-demand deliveries, for which the laboratory cannot provide coolers/ boxes.

5. Ensure specimen integrity during transport and arrival at the testing laboratory. The specimens must arrive at the testing laboratory in the same conditions they were sent (room temperature, refrigerated, or frozen); and the transport vehicles must maintain these conditions. Laboratory personnel will conduct the assessment upon arrival of the specimen. The laboratory personnel will report compromised specimens and compromised sealed tape via logs (i.e., data sheet, general reports, delivery slips, JPSR, etc.).

6. Compliant transportation of laboratory specimen and supplies per Department of Transportation and OSHA Codes of Federal Regulations (CFR) 29 and 49.

7. Acknowledgement of accreditation requirements. The laboratory manager will provide the initial requirements with the expectation that the contractor will disseminate and train VA-designated team members (drivers, administrative, etc.) annually. Any new accreditation requirement(s) will be provided to the contractor by the Laboratory Manager with the same expectation of annual training completion.

8. Driver/Dispatch should contact the designated Path & Lab POC for guidance on any special handling issues and communicate any delays.

7.4 PHARMACY SERVICE

The courier service will navigate through the VAPAHCS facility campus to pick up and deliver medications.

POINT OF CONTACTS. Pharmacy hours varies per site and does not coincide with the division or CBOC hours of operations. The PAD Pharmacy is the only facility open 24/7. Contractors must adhere to pharmacy closure and contingency times. Below is key information regarding Pharmacy locations:

B, Room 120

annakari.low@va.gov

(510) 791-4023, ext. 84023 Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

Steven.khong@va.gov Huong Nguyen, Pharmacist Huong.Nguyen@va.gov

(925) 373-4700, ext. 35280 or

(925) 449-6408 Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

Mahin.azerang@va.gov Carlin Haston, Pharmacist Carlin.haston@va.gov

(831) 884- 1000, ext. 42266 Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

Kacy Tran, Pharmacy Manager Kacy.tran@va.gov

Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

Room 110

laura.bencomo@va.gov

Courier to contact Pharmacy Management POC for further instructions by 1600 if delivery time is estimated to occur after 1630. In most instances medications will have to be returned to Palo Alto Diversion and delivered the next day.

The following management contact for Pharmacy:

Lananh Dam, Pharmacy Procurement Program Manager lananh.dam@va.gov

(650) 493-5000, ext. 69655

Chad Colwell, Associate Chief of Outpatient Pharmacy chad.colwell@va.gov

(650) 849-0125

SPECIAL HANDLING REQUIREMENTS. It is the contractor's responsibility to comply with laboratory-specific and pharmacy requirements, which may include, but are not limited to:

1. Ensure transport container are secured and able to maintain temperature of 2-8°C/36-46°F for cold chain product or 15-30°C / 59-86 °F for medications stored at room temperature. A temperature monitoring device must be utilized to at least document the minimum and maximum temperature readings during transport.

2. Ensure pharmaceutical integrity during transport and arrival at the pharmacy. Pharmacy Service determines/ review all the medication that they have not exceeded manufacturer recommended limits for temperature (e.g., ambient temperature > 30 C). Driver/Dispatch should call the Pharmacy POC for guidance. The pharmacy personnel will report compromised medications on through a log (i.e., data sheet, general reports, delivery slips, JPSR, etc.). Pharmacy administrative team will document list of medications, and vaccines, along the with the cost as per medical center’s standard operating procedure (SOP) and will be provided to the contractor.

3. Ensure cabins or storage areas for the pharmacy are clean and free of spills.

4. Ensure compliant transportation of pharmaceutical specimens, medications and supplies per Department of Transportation, CDC Guidelines, and OSHA Codes of Federal Regulations (CFR) 29 and 49.

5. Adhere to U.S. Department of Health and Human Services, Centers for Disease Control and Prevention, Vaccine Storage and Handling Toolkit

6. Driver/Dispatch should contact the designated Pharmacy POC for guidance on any special handling issues and communicate any delays.

7.5 STERILE PROCESSING

The courier service will navigate through the VAPAHCS facility campus to pick up and deliver RMD.

POINT OF CONTACTS. SPS hours varies per site and sometimes does not coincide with the division or CBOC hours of operations. Contractors must adhere to SPS closure and contingency times. Below is key information regarding SPS locations:

LVD Bldg. 1730H

925-373-4700 ext. 35350 Courier to visit the Police Office at Bldg. 74 or at 925-373-4700, ext. 35185 to open building.

The following management contact for SPS:

Divina Abella, SPS Chief divina.abella@va.gov 650-493-5000, ext. 660678 Mark Vandermeer, SPS Material Handler Mark.Vandermeer@va.gov 650-493-5000 x 64102

SPS Hotline: 650-304-9000

SPECIAL HANDLING REQUIREMENTS. It is the contractor's responsibility to comply with RMD-specific requirements, which may include, but are not limited to:

1. Ensure that their vehicles can keep containers separated that contains dirty and sterilized RMDs, upright to avoid risk of damage and cross- contamination.

2. Ensure that RMD containers are labelled, tagged, and stored accordingly. RMD will be packed based on requirements (temperature, sterile versus non-sterile instruments, etc.). Contractor will pick up these containers on designated locations provided by SPS.

3. Ensure RMD’s integrity during transport and arrival. The instruments and containers of these instruments must arrive undamaged, and uncompromised. The SPS personnel will conduct the assessment upon arrival of these containers and instruments and will report compromised instrument or container on a log (i.e., data sheet, general reports, delivery slips, JPSR, etc.)..

4. Ensure compliance in transporting of RMDs per DOT regulations for Hazardous Materials Regulation 126 (HM126) and Hazardous Materials Regulation 181 (HM181). These regulations are codified in Title 49, Parts 170 through 178 of the Code of Federal Regulations.

5. Follow the RMD special handling requirements when contaminated items are transported between buildings the controlled environment of a healthcare facility, certain precautions should be taken. These precautions include proper containment or packaging of the items, careful loading procedures, temperature control in transport vehicles, and consideration of temperature changes that could enhance microbial growth. Additionally, it is important to separate clean and contaminated items during transport to prevent any cross-contamination. These guidelines are outlined in detail on page 37-38, paragraph 6.5.6 of the American National Standards Institute /Association for the Advancement of Medical Instrumentation (ANSI/AAMI) ST79: 2017 document.

6. Follow the RMD special handling requirements when clean and contaminated items are transported off-site. Clean and contaminated items must be separated during transportation to prevent cross-contamination. According to ANSI/AAMI ST79: 2017, page 37-38, para 6.5.7, vehicles used for transporting contaminated items between healthcare facilities must provide complete separation of contaminated items from clean and sterile items. They should be secured within the vehicle to prevent damage to contents and contamination by spills. The vehicles should allow for easy loading and unloading and should be decontaminated after use. They should always remain closed except during loading and unloading, be completely enclosed to prevent leaks, and be checked periodically to ensure that there are no leaks. It is important to note that transport vehicles that are loaded and ready for transport should not be left unattended in unsecured areas.

7. Acknowledgement and document management of accreditation requirements. The SPS point of contact will provide the initial VA-centric requirements with the expectation that the contractor will disseminate and train VA-designated team members (drivers, administrative, etc.) annually. Any new VA-centric accreditation requirement(s) or guideline(s) will be provided to the contractor by the SPS point of contact with the same expectation of annual training completion.

8. Driver/Dispatch should contact the designated SPS POC for guidance on any special handling issues and communicate any delays.

8. INVOICING

All correspondence relative to the contract or any task order shall contain contract number, task order number, contract line item number (CLIN) and description of services performed. Pricing is all inclusive (i.e. tolls, gas, etc.). Task orders will be represented according to VAAR Clause 852.232-72. Each CLIN represents a VAPAHCS medical center department cited under Section 6 “Schedules”. Additional CLINs may be added for new locations and routes in benefit of the VA to utilize in the future.

Contractor shall only bill for services rendered. Contractor is responsible for maintaining a log of all pickups and deliveries. Logs will indicate the time and dates of pick-ups and deliveries, number of specimens/parcels received or delivered, and the appropriate signatures. Logs and reports shall be turned in to VAPAHCS COR monthly for review. Services performed without being recorded on suggested logs will not be charged to VAPAHCS and will not be paid by VAPAHCS.

Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the Contractor will be electronically submitted through the VA Tungsten Network within 10 days following the end of the month of services rendered.

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791) Invoices must be certified by VAPAHCS POCs prior to payment release. Invoices without the required information will be rejected.

If the VAPAHCS POC refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly…