Amendment 36C26126Q0351 0003 SPS Courier.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. 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 CODECODE

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 27

0003 03-05-2026

00261

Department of Veterans Affairs Network Contracting Office 21

00261

Department of Veterans Affairs Network Contracting Office 21

To all Offerors/Bidders

36C26126Q0351

X

X X

** HOUR & DATE for Receipt of Offers is EXTENDED to: 03-12-2026 10AM PDT x 1

The purpose of Amendment (0003) is to address the following:

1.) Provide a updated Performance Work Statement (PWS) to clarify the requirements expectation.

No other portion of the RFQ is changed. Offerors are reminded that all Amendments must be acknowledged in their quote submission.

James Postell Contracting Officer

PERFORMANCE WORK STATEMENT

Subject: Courier Services

GENERAL:

1.1. Services Provided: The Contractor shall provide transportation of contaminated medical instruments and equipment for the reprocessing of specified reusable medical equipment from sites within the VA Northern California Health Care System, and deliver them to the designated Sterile Processing Service locations in accordance with the specifications contained herein to beneficiaries of the Department of Veterans Affairs (VA) and the Northern California Health Care System.

1.2. Place(s) of Performance – Services will be provided at the following locations within VA Northern California Health Care System:

1.3. The applicable Wage Determination is determined by the county where the work is performed.

1.3.1. Location of pickup/transport services required will vary daily due to the schedule of required surgeries. The Contractor may be required to provide services at any of the following locations within VA Northern California Health Care System:

Chico VA OPC, 1601 Concord Ave, Chico, CA 95928

Fairfield VA OPC, 103 Bodin Circle, Fairfield, CA 94535

Martinez VA OPC, 150 Muir Road, Martinez, CA 94553

McClellan VA OPC, 5342 Dudley Boulevard, McClellan Park, CA 95652

Mare Island VA OPC, 201 Walnut Avenue, Mare Island, CA 94592

Modesto VA OPC, 1225 Oakdale Road, Modesto

Redding VA OPC, 3455 Knighton Road, Redding, CA 96002

Sacramento VA Medical Center, 10535 Hospital Way, Sacramento, CA 95655

Stockton/Richard A. Pittman VA OPC, 6505 South Manthey Road, French Camp, 95231

Yreka VA OPC, 101 E. Oberlin Road, Yreka, CA 96907

Yuba City VA OPC, 425 Plumas Blvd., Yuba City, CA 95991

1.3.2. The CO shall notify the Contractor in writing, no less than 60 calendar days prior to the date services are required at the new location. The contract will be modified to reflect approved changes.

1.3. Authority: Title 38 USC 8153, Health Care Resources (HCR) sharing Authority.

1.4. Policy/Handbooks:

1.4.1. VA Directive 1663: Health Care Resources Contracting - Buying http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=347

1.4.2. VHA Directive 2006-041 “Veterans’ Health Care Service Standards” (expired but still in effect pending revision) https://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1443

1.4.3. VHA Directive 1116(2); Sterile Processing Services (SPS) https://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=3186VHA Handbook 1100.18 Reporting And Responding To State Licensing Boards -http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1364

1.4.4. VHA Handbook 1907.01 Health Information Management and Health Records:

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791

1.4.5. Privacy Act of 1974 (5 U.S.C. 552a) as amended

http://www.justice.gov/oip/foia_updates/Vol_XVII_4/page2.htm

1.4.6. United States Department of Labor, Occupational Safety and Health Administration, Bloodborne Pathogens (BBP) Standard 1910.1030(d)(2)(viii);

1910.1030(d)(4)(ii).

1.4.7. California Department of Industrial Relations, Title 8, Subchapter 7, Group 16, Article 109, §5193

1.5. Definitions/Acronyms: Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the Definitions and other sections of this contract, the language in this section shall govern.

1.5.1. AAMI: Association for the Advancement of Medical Instrumentation. AMMI is the source for all practice and design standards for decontamination, disinfection, and sterilization.

1.5.2. ANSI: American National Standards Institute. ANSI supports the development and approval of national voluntary standards, develops accreditation programs, and serves as the U.S. representative to the International Standards Organization (ISO)

1.5.3. BIOMED ENGINEERING: A support department that inspects, repairs, tests, and maintains a wide range of patient care equipment. Biomedical Engineering may provide primary response for maintaining SPS equipment. It also works closely with Logistics Service for the temporary storage of new equipment items before they are released for medical use in the facility, and for existing items awaiting repair or parts. Biomedical Engineering may also be called Clinical Engineering.

1.5.4. CLEAN LOADING DOCK: Accommodates loading truck bays for vehicles unloading clean material and equipment delivered to the healthcare facility.

Separation between clean and soiled loading docks

1.5.5. DECONTAMINATION – SOILED WORK: An area that accommodates receiving, cleaning and disinfection of surgical instruments, scopes, reusable medical devices, carts and related patient care items that require decontamination and / or sterilization.

1.5.6. Infection Control Risk Assessment (ICRA): A multidisciplinary, organizational, documented process that considers the medical facility’s patient population and mission to reduce the risk of infection based on knowledge about infectious agents and the care environment, permitting the facility to anticipate its potential impact.

1.5.7. LOGICAL UNIT OF MEASURE (LUM): A supply delivery model, also referred to as Low Unit of Measure, whereby medical products are ordered, received, and replenished directly to end users in a ready-to-use format. This model is part of a “just in time” vendor supported replenishment system.

1.5.8. LOGISTICAL CATEGORY (LOG CAT): A system used by the VA to classify the procurement and installation of equipment.

1.5.9. LOGISTICS RECEIVING, STORAGE AND DISPATCH: An area that accommodates receiving and storage of clean and sterile supplies and instruments within a controlled environment prior to distributing them to end users.

1.5.10. PERSONAL PROTECTIVE EQUIPMENT (PPE): Specialized clothing worn by SPS employees to prevent exposure to blood borne pathogens and other infectious elements.

1.5.11. RECEIVING / PROCESSING: An area within Logistics Service, where the detailed inspection of material and equipment takes place. Logistics Service staff will complete the appropriate receiving reports, and the sorting of all items for delivery to the appropriate storage location. Boxes and packing material are broken down into smaller quantities for placement on shelves or delivery to end users.

1.5.12. REUSABLE MEDICAL EQUIPMENT (RME): RME is any medical

equipment designed by the manufacturer to be reused for multiple patients. SPS must follow the reprocessing instructions provided by the manufacturer to ensure proper use.

1.5.13. SOILED LOADING DOCK: Accommodates one or more truck bays for the interface with trash compactors, recycling compactors / dumpsters, on-site treatment of regulated medical waste (if authorized), and the removal of soiled linen, sharps, and other soiled materials. The Soiled Loading Dock may be located adjacent to, but must be physically separated from, the Clean Loading Dock.

1.5.14. SPS: Acronym for Sterile Processing Service.

1.5.15. SPS REPROCESSING: The cleaning, disinfection, testing, repair, repackaging and sterilization of contaminated reusable medical equipment (RME) in order to make them available for use in patients.

1.5.16. Standard storage unit: a metric for planning SPS and unit item storage requirements. It uses modules representing typical 24” d x 60” w x 72” h open wire shelves.

1.5.17. Sterilization: the elimination of all living microorganisms through the use of high temperature and, in some cases, chemical elements.

1.5.18. Transport cart: a mobile cart used to transport instruments, scopes or supplies between sterile processing service and patient care areas; also referred as transfer cart.

1.5.19. Truck bay: a space at the loading dock that accommodates one delivery truck. Loading docks are comprised of multiple truck bays to accommodate deliveries and may incorporate dock lifts and leveling devices.

1.5.20. Contracting officer (co): the person executing this contract on behalf of the government with the authority to enter into and administer contracts and make related determinations and findings.

1.5.21. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor 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.

1.5.22. CPARS: Contractor Performance Assessment Reporting System

1.5.23. CPRS: Computerized Patient Record System- electronic health record system used by the VA.

1.5.24. Credentialing: Credentialing is the systematic process of screening and evaluating qualifications and other credentials, including licensure, required education, relevant training and experience and current competence and health status.

1.5.25. DEA: Drug Enforcement Agency

1.5.26. ED: Emergency Department

1.5.27. Full Time Equivalent (FTE): VA’s definition for full time employees working the equivalent of 80 hours every two weeks, 2080 hours per year. In calculating FTE, any hours not worked on national holidays shall not be included.

1.5.28. HHS: Department of Health and Human Services

1.5.29. HIPAA: Health Insurance Portability and Accountability Act

1.5.30. HR: Human Resources

1.5.31. ISO: Information Security Officer

1.5.32. Medical Emergency: a sudden onset of a medical condition manifesting itself by acute symptoms of sufficient severity that the absence of immediate medical attention could reasonably result in: Permanently placing a patient's health in jeopardy, causing other serious medical consequences, causing impairments to body functions, or causing serious or permanent dysfunction of any body-organ or part.

1.5.33. MOD: Medical Officer of the Day

1.5.34. National Provider Identifier (NPI): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The Veterans Health Administration must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers).

1.5.35. Non-Contract Provider: Any person, organization, agency, or entity that is not directly or indirectly employed by the Contractor or any of its subcontractors

1.5.36. POP: Period of Performance

1.5.37. PPD: Purified Protein Derivative

1.5.38. PWS: Performance Work Statement

1.5.39. Privileging (Clinical Privileging): Privileging is the process by which a practitioner, licensed for independent practice; e.g., without supervision, direction, required sponsor, preceptor, mandatory collaboration, etc.; is permitted by law and the facility to practice independently, to provide specific medical or other patient care services within the scope of the individual’s license, based upon the individual’s clinical competence as determined by peer references, professional experience, health status, education, training and licensure. Clinical privileges must be facility-specific and provider-specific.

1.5.40. QASP: Quality Assurance Surveillance Plan

1.5.41. Veterans Health Administration (VHA): The central office for administration of the VA medical centers through throughout the United States. The VHA is located in Washington, D.C.

1.5.42. Veterans Integrated Services Network (VISN): The regional oversight for the VA medical centers.

1.5.43. VISTA (Veterans Integrated Systems Technology Architecture): A PC based system that will capture and store clinical imagery, scanned documents and other non-textual data files and integrates them into patient’s medical record and with the hospital information system.

1.5.44. VetPro: A federal web-based credentialing program for healthcare providers.

1.5.45. VA: Unless identified with the name of a different VA medical facility, for purposes of this contract, this term shall mean the Northern California Health Care System Outpatient Clinic in Martinez.

2. QUALIFICATIONS:

2.1. Staff/Facility:

2.1.1. License: Contract SPS Transportation personnel assigned by the Contractor to perform the services covered by this contract shall have a current state and federal license to perform transportation of contaminated/hazardous medical instruments and equipment in any State, Territory, or Commonwealth of the United States or the District of Columbia. All licenses held by the personnel working on this contract shall be full and unrestricted licenses.

2.1.2. Credentialing and Privileging: Credentialing and privileging is to be done in accordance with the provisions of VHA Handbook 1100.19 referenced above. The Contractor is responsible to ensure that contractor possesses the requisite credentials enabling the granting of privileges.

2.1.3. Technical Proficiency: Contract personnel shall be technically proficient in the skills necessary to fulfill the government’s requirements, including the ability to speak, understand, read and write English fluently. Contractor shall provide documentation, upon request of the CO/COR, to verify current and ongoing competency, skills, certification and/or licensure related to the provision of care, treatment and/or services performed. Contractor shall provide verifiable evidence of all educational and training experience, including any gaps in educational history for all contract transportation of contaminated medical instruments and equipment shall be responsible for abiding by the Facility's Medical Staff By-Laws, rules, and regulations (referenced herein) that govern medical staff behavior.

2.1.4. Standard Personnel Testing (PPD, etc.): Contractor shall provide the CO and COR with proof of the following tests for all SPS transportation personnel who will be performing services under the contract. Such information shall be provided within five (5) calendar days after contract award and prior to the first duty shift.

Tests shall be current within the past year.

2.1.4.1. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract SPS transportation personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

2.1.4.2. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract SPS transportation personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

2.1.4.3. OSHA REGULATION CONCERNING OCCUPATIONAL EXPOSURE TO

BLOODBORNE PATHOGENS: Contractor shall provide generic self-study training for all contract SPS transportation personnel; provide their own

Hepatitis B vaccination series at no cost to the VA if they elect to receive it;

maintain an exposure determination and control plan; maintain required records; and ensure that proper follow-up evaluation is provided following an exposure incident. The VA shall notify the Contractor of any significant communicable disease exposures as appropriate. Contractor shall adhere to current CDC/HICPAC Guidelines for Infection Control in health care personnel (as published in the American Journal for Infection Control (AJIC) 1998; 26:289-354 http://www.cdc.gov/hicpac/pdf/InfectControl98.pdf) for disease control. Contractor shall provide follow up documentation of clearance to return to the workplace prior to their return.

2.1.5. National Provider Identifier (NPI) (as required): NPI is a standard, unique 10-digit numeric identifier required by HIPAA. The VHA must use NPIs in all HIPAA-standard electronic transactions for individual (health care practitioners) and organizational entities (medical centers). The Contractor shall have or obtain appropriate NPI and if pertinent the Taxonomy Code confirmation notice issued by the Centers for Medicare and Medicaid Services (CMS) National Plan and Provider Enumeration System (NPPES) be provided to the Contracting Officer with the proposal.

2.1.6. DEA (as required): Contractor shall provide copy of current DEA certificate in California where services will be provided under this contract.

2.1.7. Conflict of Interest: The Contractor and all contract SPS transportation personnel are responsible for identifying and communicating to the CO and COR conflicts of interest at the time of proposal and during the entirety of contract performance. At the time of quote, the Contractor shall provide a statement which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided. The Contractor shall also provide statements containing the same information for any identified consultants or subcontractors who shall provide services. The Contractor must also provide relevant facts that show how it’s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest. These statements shall be in response to the VAAR provision 852.209-70 Organizational Conflicts of Interest (Jan 2008) and fully outlined in response to the subject attachment in Section D of the solicitation document.

2.1.8. Citizenship Related Requirements:

2.1.8.1. The Contractor certifies that the Contractor shall comply with any and all legal provisions contained in the Immigration and Nationality Act of 1952 as Amended, its related laws and regulations enforced by Homeland Security, Immigration and Customs Enforcement, and the U.S Department of Labor as these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.

2.1.8.2. While performing services for the Department of Veterans Affairs, the Contractor shall not knowingly employ, contract or subcontract with an illegal alien; foreign national non-immigrant who is in violation of their status, as a result of their failure to maintain or comply with the terms and conditions of their admission into the United States. Additionally, the Contractor is required to comply with all “E-Verify” requirements consistent with “Executive Order 12989” and any related pertinent Amendments, as well as applicable Federal Acquisition Regulations.

2.1.8.3. If the Contractor fails to comply with any requirements outlined in the preceding paragraphs or its Agency regulations, the Department of Veterans Affairs may, at its discretion, require that the foreign national who failed to maintain their legal status in the United States or otherwise failed to comply with the requirements of the laws administered by Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor, shall be prohibited from working at the Contractor’s place of business that services Department of Veterans Affairs patient referrals; or other place where the Contractor provides services to veterans who have been referred by the Department of Veterans Affairs; and shall form the basis for termination of this contract for breach.

2.1.8.4. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. 1001.

2.1.8.5. The Contractor agrees to obtain a similar certification from its subcontractors.

The certification shall be made as part of the offeror’s response to the RFQ using the subject attachment of the solicitation document.

2.1.9. Annual Office of Inspector General (OIG) Statement: In accordance with HIPAA and the Balanced Budget Act (BBA) of 1977, the Department of Health and Human Services (HHS) Office of Inspector General (OIG) has established a list of parties and entities excluded from Federal health care programs.

Specifically, the listed parties and entities may not receive Federal Health Care program payments due to fraud and/or abuse of the Medicare and Medicaid programs.

2.1.9.1. Therefore, Contractor shall review the HHS OIG List of Excluded Individuals/Entities on the HHS OIG web site at http://oig.hhs.gov/exclusions/index.asp to ensure that the proposed contract for SPS Transportation personnel is not listed. Contractor should note that any excluded individual or entity that submits a claim for reimbursement to a Federal health care program, or causes such a claim to be submitted, may be subject to a Civil Monetary Penalty (CMP) for each item or service furnished during a period that the person was excluded and may also be subject to treble damages for the amount claimed for each item or service. CMP’s may also be imposed against the Contractor that employ or enter into contracts with excluded individuals to provide items or services to Federal program beneficiaries.

2.1.9.2. By submitting their quote, the Contractor certifies that the HHS OIG List of Excluded Individuals/Entities has been reviewed and that the Contractors are and/or firm is not listed as of the date the offer was signed.

2.1.10. Non-Personal Healthcare Services: The parties agree that the Contractor and all contract SPS transportation personnel shall not be considered VA employees for any purpose.

2.1.11. Inherent Government Functions: Contractor and SPS transportation personnel shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees (outside a clinical context), selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving any contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy.

2.2. No Employee Status: The Contractor shall be responsible for protecting Contract SPS transportation personnel furnishing services. To carry out this responsibility, the Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract:

Workers’ compensation

Professional liability insurance

Health examinations

Income tax withholding, and

Social security payments.

2.3. Tort Liability: The Federal Tort Claims Act does not cover Contractor or SPS transportation personnel. When a Contractor or SPS transportation personnel has been identified as a provider in a tort claim, the Contractor shall be responsible for notifying their legal counsel and/or insurance carrier. Any settlement or judgment arising from a Contractor’s (or contract SPS transportation personnel) action or non-action shall be the responsibility of the Contractor and/or insurance carrier.

2.4. Key Personnel:

2.4.1. The VA Full Time Equivalency (FTE) for the services required is approximately 10,400 hours = 5.0 VA FTE. FTE is defined by VA as a minimum of 80 hours every two weeks and does not include holidays. Part time (0.5 FTE) is identified by VA as a minimum of 40 hours every two weeks and does not include holidays.

2.5. Emergency Substitutions: During the first ninety (90) calendar days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death or termination of employment. The Contractor shall notify the CO, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required below. After 90 days, the Contractor shall submit the information required below to the CO at least 15 calendar days prior to making any permanent substitutions.

2.5.1. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the CO. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on the proposed substitutes. The contract will be modified to reflect any approved changes of key personnel.

2.5.2. For temporary substitutions where the key person shall not be reporting to work for three (3) consecutive work days or more, the Contractor shall provide a qualified replacement for the key person. The substitute shall have comparable qualifications to the key person. Any period exceeding two weeks will require the procedure as stated above.

2.5.3. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. Should the COR;

VA Chief, Supply Chain Management or designee show documented clinical problems or continual unprofessional behavior/actions with any contract SPS transportation personnel, s/he may request, without cause, immediate replacement of said contract SPS transportation personnel.

2.5.4. The CO and COR shall deal with issues raised concerning Contract SPS transportation personnel(s)’ conduct. The final arbiter on questions of acceptability is the CO.

2.6. Contingency Plan: Because continuity of care is an essential part of VA’s medical services, The Contractor shall have a contingency plan in place to be utilized if the contract SPS transportation personnel leaves Contractor’s employment or is unable to continue performance in accordance with the terms and conditions of the resulting contract.

2.7. Transport Vehicles: The Contractor shall only utilize an authorized company vehicle when transporting both contaminated and reprocessed medical instruments and equipment to and from sites within the VA Northern California Health Care System.

3. VA HOURS OF OPERATION/SCHEDULING:

3.1. VA Business Hours: Sterile Processing Services operates from 8:00 am – 4:30 pm, Monday through Friday, excluding federal holidays.

3.1.1. Contractor shall notify the COR about any obstacles to meeting this performance measure.

3.1.2. Contract SPS transportation personnel shall be available and present in clinic during normal clinic hours as indicated above.

3.2. Federal Holidays: The following holidays are observed by the Department of Veterans Affairs:

New Year’s Day

Presidents Day

Martin Luther King Junior Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving

Christmas

Any day specifically declared by the President of the United States to be a national holiday.

4. CONTRACTOR RESPONSIBILITIES:

4.1. Clinical Personnel Required: Contractor shall assign adequate quantity of experienced drivers to provide service to specified and STAT, On-Call, and As Needed routes. The contractor shall certify that all drivers:

1) Have a valid California driver’s license

2) Be trained in biohazardous material handling, bloodborne pathogen exposure, and spill cleanup procedures in compliance with Department of Transportation (DOT) / CDC Transportation rules and regulations.

3) Be trained in Health Insurance Portability and Accountability Act (HIPAA)

4.2. Contract SPS transportation personnel shall be responsible for signing in and out when in attendance. Time sheets will be used by the COR to confirm hours/day and services provided against the contractor’s invoices.

4.3. Transport of Soiled Items: Contract SPS transportation personnel will be responsible for the following:

4.3.1. Contaminated items should be contained before transport through the medical facility to minimize airborne or contact spread of microorganisms, and to reduce the risk of cross-contamination and infection. Reusable collection containers must be biohazard, medical grade, puncture resistant, rigid, made of material that can be properly cleaned and decontaminated and contain a lid. Disposable, impervious plastic bags and sterilization pouches may not be used to transport contaminated RME.

4.3.2. Containers with biohazard labels used in the soiled utility room must be transported to SPS in a closed or imperviously covered cart. Containers are to be exchanged at each pick-up location, and the containers must be cleaned between each use.

4.3.3. Soiled biohazard labeled containers are to be dedicated for soiled transport and storage. Soiled biohazard labeled containers are never used to transport clean equipment.

4.3.4. Gross soil must be removed from RME at the point-of-use by the user prior to transport. This practice is considered pre-treatment and must contain the following steps: 1) The reusable devices are placed in a properly sized, biohazard-labeled, closed container. 2) It is the user's responsibility to dispose of sharps appropriately before returning RME to SPS. 3) Pretreat by spraying enzymatic gels or foam prior to transport to prevent drying. 4) All RME must be transported within four hours to the Decontamination Area of SPS for reprocessing. This includes clinics using RME outside the main facility (CBOCs).

4.3.5. A biohazard label is to be placed on containers used for contaminated equipment or

RME.

4.3.6. When transporting outside the medical facility:

4.3.6.1. The closed, soiled container to be transported to the host medical facility must be exchanged for a clean container at each scheduled pick up. The closed, soiled container must be placed in a larger container or closed cart for transport. The cart or container must be properly labeled for biohazard transport according to local, state, and federal Department of Transportation regulations. Soiled items must be contained in such a way as not to contaminate the person or persons in the transport vehicle or the vehicle itself.

4.3.6.2. Clean containers are to be dedicated for clean transport and storage. Clean containers must be clearly designated as such and are never to be used to transport soiled equipment. Reprocessed items (high-level disinfected or sterilized) must be transported in an enclosed vehicle. The design and materials used in the construction of transport vehicles need to allow for appropriate decontamination processes, especially if the vehicles are to be used alternately for the transport of clean or sterile items. Transport vehicles are to be checked periodically to ensure that they do not leak.

4.3.7 Locations for pick-up and transportation

Sacramento Valley Route

Sacramento VA Medical Center (SPS Processing Station):

10535 Hospital Way Mather, CA 95655 Sterile Processing Service: Building 650, 1st Floor

McClellan Outpatient Clinic

5342 Dudley Blvd McClellan Park, CA 95652

Fairfield Outpatient Clinic 103 Bodin Cir Travis AFB, CA 94535

East Bay Route

Martinez VA Medical Center (SPS Processing Station):

150 Muir Road Martinez, CA 94553

Sterile Processing Service: Building 19, 2nd Floor

Mare Island VA Clinic

201 Walnut Avenue Building 201 Mare Island, CA 94592-1107

Shasta Butte Route:

Redding Outpatient Clinic (SPS Processing Station):

3455 Knighton Road Redding, CA 96002 Sterile Processing Service

Chico Outpatient Clinic

1601 Concord Ave Chico, CA 95928

Redding Dental Clinic

760 Cypress Avenue Ste 121 Redding, CA 96001

Southern Tier Route:

Stockton/Richard A. Pittman VA Clinic

6505 South Manthey Road

French Camp, CA 95231

Modesto VA Clinic

1225 Oakdale Road

Modesto, CA 95355

Deliver: (What types of items delivered/picked up):

Medical Equipment, transport containers

Point of Contact: Patricia Robles, Chief Nurse SPS, 916-366-5424

PREFERRED SCHEDULES:

ROUTE 1

(Sacrament o Valley)

PICK-UP

LOCATION

ADDRESS ESTIMATED

TIME

LOCATIO

N

ADDRESS AVG #

Transpo rt Bins

ESTIMATED

MILES

Mather VA

SPS

Monday thru Saturday – no Holidays

10535 Hospital Way bldgs. 650 1E255 Mather, CA 95655

6:30 pick up clean RMD and deliver to

McClellan Dental Clinic-bldg. 88

5401 Arnold Ave Bldgs.

88 McClellan Park, CA 95652

8 13

McClellan Specialty Clinic- Bldg 98- Podiatry, Women’s Health, Eye Clinic

5342 Dudley Blvd McClellan Park, CA 95652

6 Park in same lot

McClellan VA Dental Clinic

5401 Arnold Ave McClellan Park, CA 95652

12:30pm and 4:30pm pick up soiled RMD and deliver to

Mather

SPS

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

8 per trip

13 per trip

McClellan

VA

Specialty Clinic

5342 Dudley Blvd McClellan Park, CA 95652

12:30pm and 4:30pm pick up soiled RMD from Bldg 98- Podiatry, Women’s Health, Eye Clinic and deliver to

Mather

SPS

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

6 per trip

ROUTE 2

(East Bay)

PICK-UP

LOCATION

ADDRESS ESTIMATED

TIME

DROP-

OFF

LOCATIO

N

ADDRESS AVG #

OF

BOXE

S

ESTIMATED

MILES

Martinez VA

SPS

Monday thru Friday – no Holidays

150 Muir Rd Bldg 19 2nd floor Martinez, CA

94553

7:30am pick up clean RMD and deliver to

Mare Island VA Dental Clinic

612 Mare Island Way Vallejo, CA 94592

8 18

Mare Island VA Dental Clinic

612 Mare Island Way Vallejo, CA

12:30pm & 4:45pm pick up soiled

Martinez

VA SPS

150 Muir Rd Bldg 19 2nd floor

8 per trip

18 per trip

94592 RMD and deliver to

Martinez, CA 94553

ROUTE 3

(Redding Dental & Chico)

PICK-UP

LOCATION

ADDRESS ESTIMATED

TIME

DROP-OFF

LOCATION

ADDRESS AVG #

OF

BOXE

S

ESTIMATED

MILES

Redding

SPS VA

Clinic Monday thru Friday – no Holidays

Knighton Rd Redding, CA 96002

7:30am pick up clean RMD and deliver to

Cypress Avenue VA Dental Clinic

Cypress Ave #100 Redding, CA

96001

6 7.4

Redding

SPS VA

Clinic

Knighton Rd Redding, CA 96002

10:30am pick up clean RMD and deliver to

Chico VA Clinic Dental, Podiatry, Women’s Health, Eye Clinic, Derm, Uro, ENT

Concord Chico, CA 95928

14 147

Chico VA Clinic

Concord Chico, CA 95928

12:30pm & 4:45pm pick up soiled RMD from Dental, Podiatry, Women’s Health, Eye Clinic, Derm, Uro ENT and deliver to

Redding SPS VA Clinic

Knighton Rd Redding, CA

96002

14 per trip

147 per trip

Cypress Avenue VA Dental Clinic

760 Cypress Ave #100 Redding, CA 96001

12:30pm & 4:45pm pick up soiled RMD from Dental deliver to

Redding SPS VA Clinic

Knighton Rd Redding, CA

96002

6 per trip

7.4 per trip

ROUTE 4

(Southern Tier)

PICK-UP

LOCATION

ADDRESS ESTIMATED

TIME

DROP-

OFF

LOCATIO

N

ADDRESS AVG #

OF

BOXE

S

ESTIMATED

MILES

Mather SPS VA Clinic Monday thru Saturday – no Holidays

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

6:30 pick up clean RMD and deliver to

Richard A.

Pittman VA Clinic Radiolog y, Derm, S. Manthey Rd French Camp, CA 95231

16 55

Podiatry, ENT, Dental, Uro, GYN, Gen Surg

Richard A.

Pittman VA Clinic

S. Manthey Rd French Camp, CA

95231

12:30pm & 4:45pm pick up soiled RMD from Radiology, Derm, Podiatry, ENT, Dental, Uro, GYN, Gen Surg Dental deliver to

Mather

SPS VA

Clinic

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

16 55 each trip

Modesto VA Clinic

1225 Oakdale Rd Modesto, CA 95355

11:30am pick up soiled RMD

THURSDAYS

ONLY from Radiology deliver to

Mather

SPS VA

Clinic

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

1 77

Mather SPS VA Clinic

10535 Hospital Way Bldg 650 1E255 Mather, CA 95655

6:30am pick up clean RMD

FRIDAYS

ONLY for Radiology and deliver to

Modesto VA Clinic

Oakdale Rd Modesto, CA 95355

1 77

In addition to the preferred schedules listed above, there may be as-needed trips throughout the year, approximately once a month.

The typical routes for as-needed trips will be:

Between Redding SPS VA Clinic and Chico VA Clinic Between Martinez SPS VA Clinic and Mare Island VA Dental Clinic Between Mather SPS VA Clinic and McClellan VA Dental Clinic

4.4. Medical Records:

4.4.1. Authorities Contract SPS transportation personnel providing healthcare services to VA patients shall be considered as part of the Department Healthcare Activity and shall comply with the U.S.C. 551a (Privacy Act); 38 U.S.C. 5701 (Confidentiality of Claimants Records); 5 U.S.C. 552 (FOIA); 38 U.S.C. 5705 (Confidentiality of Medical Quality Assurance Records) 38 U.S.C. 7332 (Confidentiality of Certain

Medical Records); Title 5 U.S.C. § 522a (Records Maintained on Individuals) as well as 45 C.F.R. Parts 160, 162, and 164 (HIPAA).

4.4.2. HIPAA: This contract and its requirements meet exception in 45 CFR 164.502(e), and do not require a BAA in order for Covered Entity to disclose Protected Health Information to: a health care provider for treatment. Based on this exception, a BAA is not required for this contract. Treatment and administrative patient records generated by this contract or provided to the Contractors by the VA are covered by the VA system of records entitled ‘Patient Medical Records-VA’ (24VA19).

Contractor-generated VA Patient records are the property of the VA and shall not be accessed, released, transferred, or destroyed except in accordance with applicable laws and regulations. Contractor shall ensure that all records pertaining to medical care and services are available for immediate transmission when requested by the VA. Records identified for review, audit, or evaluation by VA representatives and authorized federal and state officials, shall be accessed on-site during normal business hours or mailed by the Contractor at his expense.

Contractor shall deliver all final patient records, correspondence, and notes to the VA within twenty-one (21) calendar days after the contract expiration date.

4.4.3. Disclosure: Contract SPS transportation personnel may have access to patient medical records: however, Contractor shall obtain permission from the VA before disclosing any patient information. Subject to applicable federal confidentiality or privacy laws, the Contractor, or their designated representatives, and designated representatives of federal regulatory agencies having jurisdiction over Contractor, may have access to VA’s records, at VA’s place of business on request during normal business hours, to inspect and review and make copies of such records. The VA will provide the Contractor with a copy of VHA Handbook 1907.1, Health Information Management and Health Records and VHA Handbook 1605.1, Privacy and Release of Information. The penalties and liabilities for the unauthorized disclosure of VA patient information mandated by the statutes and regulations mentioned above, apply to the Contractor.

4.4.4. Professional Standards for Documenting Care: Care shall be appropriately documented in medical records in accordance with standard commercial practice and guidelines established by VHA Handbook 1907.01 Health Information Management and Health Records:

http://www1.va.gov/vhapublications/ViewPublication.asp?pub_ID=2791 and all guidelines provided by the VAMC.

4.4.5. Release of Information: The VA shall maintain control of releasing any patient medical information and will follow policies and standards as defined, but not limited to Privacy Act requirements. In the case of the VA authorizing the Contractor to release patient information, the Contractor in compliance with VA regulations, and at his/her own expense, shall use VA Form 3288, Request for and

Consent to Release of Information from Individual’s Records, to process “Release of Information Requests.” In addition, the Contractor shall be responsible for locating and forwarding records not kept at their facility. The VA’s Release of Information Section shall provide the Contractor with assistance in completing forms. Additionally, the Contractor shall use VA Form 10-5345, Request for and Authorization to Release Medical Records or Health Information, when releasing records protected by 38 U.S.C. 7332. Treatment and release records shall include the patient’s consent form. Completed Release of Information requests will be forwarded to the VA Privacy Officer at the following address:

PRIVACY OFFICER

103 BODIN CIRCLE

TRAVIS AFB, CA 94535

(707) 437-1823

4.5. Quality Management/Quality Assurance Surveillance: Contract SPS transportation personnel shall be subject to Quality Management measures, such as patient satisfaction surveys, timely completion of medical records, and Peer Reviews. Contractor performance will be monitored by the government using the standards as outlined in this Performance Work Statement (PWS) and methods of surveillance detailed in the Quality Assurance Surveillance Plan (QASP). The QASP shall be attached to the resultant contract and shall define the methods and frequency of surveillance conducted.

4.6. The Contract SPS transportation personnel are expected to actively participate in the facility’s performance improvement activities as part of the contracted service time.

Performance Improvement Activities may include the following:

Infection Control

Hospital Safety

Outpatient Qualitative and Quantitative Review

Medical Record Review

Drug Usage

Internal Peer Review

Patient Incident

Utilization

4.6.1. Patient Complaints: The CO will resolve complaints concerning Contractor relations with the Government employees or patients. The CO is final authority on validating complaints. In the event that the Contractor is involved and named in a validated patient complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving Physical or verbal abuse.

4.6.2. The Government reserves the right to refuse acceptance of any Contractor personnel at any time after performance begins, if personal or professional conduct jeopardizes patient care or interferes with the regular and ordinary operation of the facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, patient abuse, dereliction or negligence in performing directed tasks, or other conduct resulting in formal complaints by patient or other staff members to designated Government representatives. Standards for conduct shall mirror those prescribed by current federal personnel regulations. The CO and COR shall deal with issues raised concerning Contractor’s conduct. The final arbiter on questions of acceptability is the CO.

4.6.3. Performance Standards: The QASP outlines required standards and will be a part of the resultant contract.

5. GOVERNMENT RESPONSIBILITIES:

5.1. VA Support Personnel, Services or Equipment

5.1.1. Contract Administration/Performance Monitoring: After award of contract, all inquiries and correspondence relative to the administration of the contract shall be addressed to: Department of Veterans Affairs, Network Contracting Office (NCO 21), 5342 Dudley Blvd. Bldg. 209, McClellan, CA 96562 and Sterile Processing Services (SPS), 10535 Hospital Way, Mather, CA 95655.

5.1.2. CO Responsibilities:

5.1.2.1. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract.

5.1.2.2. The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof.

5.1.2.3. In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for Contractor personnel to be provided by the VA; replacement of the contract personnel and/or renegotiation of the contract terms or termination of the contract.

5.1.3. COR Responsibilities:

5.1.3.1. The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.1.3.2. The COR will be responsible for monitoring the Contractor’s performance to ensure all specifications and requirements are fulfilled.

5.1.3.3. The COR will maintain a record-keeping system of services by electronic and paper systems. The COR will review this data monthly when invoices are received and certify all invoices for payment by comparing the hours documented on the VA record-keeping system and those on the invoices. Any evidence of the Contractor's non-compliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer.

5.1.3.4. The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference.

5.1.4. All contract administration functions will be retained by the VA.

6. SPECIAL CONTRACT REQUIREMENTS:

6.1. Reports/Deliverables: The Contractor shall be responsible for complying with all reporting requirements established by the Contract. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other documents as well as the timely submission of each. Contractor shall comply with contract requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required.

6.1.1. The following are brief descriptions of required documents that must be submitted by Contractor: upon award; weekly; monthly; quarterly; annually, etc. identified throughout the PWS and is provided here as a guide for Contractor convenience. If an item is within the PWS and not listed here, the Contractor remains responsible for the delivery of the item.

What Submit as Noted Submit To

Quality Control Plan: Description and reporting reflecting the contractor’s plan for meeting contract requirements and performance standards

Upon proposal and as frequently as indicated in the performance standards.

Contractin g Officer

Copies of any and all licenses, board certifications, NPI,…