36C26218Q0589-001.docx

B.2 STATEMENT OF WORK/SPECIFICATIONS

A. Background:

The Pathology and Laboratory Medicine Service (PLMS) Department has a need for storage for their lab specimens such as paraffin blocks and laboratory slides. The Government stores materials on-site for 5 years because of frequent retrieval of material. Earlier blocks and slides go to storage facilities. Blocks must be stored for 10 years and slides for 25 years per VA requirements. The Lab department does not have sufficient storage space. Currently, VA San Diego uses about 612 cubic feet of space for the lab specimens.

B. SCOPE:

Provide all necessary labor, material, tools and equipment necessary to provide the secure transfer, retrieval, destruction, and storage maintenance of non-record laboratory slides and paraffin blocks for the Pathology & Laboratory Medicine Department defined herein located at:

VA San Diego Healthcare System (VASDHS) 3350 La Jolla Village Drive San Diego, CA 92161 BLDG: 1 Room: 1716

The current storage facility of about 612 cubic feet of lab specimen is located at:

5455 Kearny Villa Rd.

San Diego, CA 92123

Period of Performance:

One year.

C. SPECIFIC REQUIREMENTS:

1. The Contractor shall provide services for pathology storage container relocated at a facility that is climate controlled, ranging in between 50 and 70 degrees Fahrenheit.

2. The Contractor shall provide storage for the pathology slides and blocks. The non-record lab specimen can be placed open shelf; it does not require to be in isolated protective cabinets.

3. The contractor must be able to respond within response times indicated below to pick up/delivery requests. Pick up and deliveries will be requested via email to demonstrate date and time of request.

4. The Contractor shall provide the government lab slide or block retrieval and refile (archiving) services. The slides and/or blocks shall be enclosed in its own case marked suitably. An organized barcode tracking system or similar services for retrieval, refiling and archiving services shall be utilized.

5. The Contractor also shall provide services to destroy the pathology slides and blocks per industry standards and adheres to VA Policy. The Contractor shall consider the materials as non-biohazard (blocks) and sharp (slides) materials and administer its destruction or disposal as appropriate by state and local laws.

6. The Contractor shall report proof of destruction to the Contracting Officer’s Representative (COR)/AP supervisor, upon completion.

D. RESPONSE TIMES

Response times available for services are Monday to Friday from 8 A.M. to 5 P.M.

Orders placed by 3 P.M. will be delivered next business day.

Orders placed for pickup before 4 P.M. on a business day will be picked up next Business day, or within reasonable time, coordinated with the PLMS program service.

The Contractors shall maintain and operate technical support 24 hours/day, 7 days a week. The telephone response time for the Contractor, after the initial call, shall be within 4 hours.

Performance verification is required at the conclusion of every visit or action such as relocation, storage, or destruction.

D. CONTRACTOR QUALIFICATIONS:

According to the most recently updated Records Control Schedule (RCS) 10-1, items such as Histopathology Blocks, Wet Tissue, Paraffin Blocks, are considered “non-records”. When an item is considered a non-record, it cannot be stored at any “Federal Records Center”. However, these items can be stored in commercial storage facilities that accept them. The owning department must ensure that the contract for the commercial storage facility meets all of the requirements in accordance with the National Archives and Records Administrations (NARA) guidelines on storage.

E. CONTRACTOR SECURITY & PRIVACY:

The Certification and Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. All VA policies shall be followed and the contractor shall not come into contact with VA sensitive information.

The Contractor shall be in compliance with Health Insurance Portability and Accountability Act guidelines and practices involving the service requirement described herein the statement of work.

A Business Associate Agreement shall be established at time of award.

The Non-record Lab slides are not to be stored with Federal Record, nor can they be stored in VA RC&V or Federal Record Centers.

F. REPORTING:

For services to be performed during normal working hours, the Contractor shall check in upon arrival to the Security office. Bldg. 1 Main lobby hospital entrance at the Medical Center. In addition to signing in, Contractor personnel shall identify himself to the COTR/ or AP Supervisor (Anatomical Pathology lab Supervisor) before proceeding to the job site. This check in is mandatory. After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the AP Supervisor/ or COTR. At a minimum, this report must contain a detailed description of any service performed and any recommendations necessary to meet regulations.

G. COMPETENCY OF PERSONNEL

Each respondent must have an established business, with at least 1 year of experience.

H. CONFORMANCE STANDARDS:

All work shall be performed and equipment shall function in conformance with all VA safety standards, manufacturer’s/industry standards, the latest published edition of NFPA-99, OSHA, and other applicable national standards.

Reference the VHA Records Management Office Records Control Schedule : https://www.va.gov/vhapublications/RCS10/rcs10-1.pdf

I. FEDERAL HOLIDAYS:

Work to be accomplished during normal work hours, excluding Federal Holidays or any other holiday declared by the President of the United States as a national holiday. Whenever a scheduled pick-up falls on a federal holiday, the Contractor shall consult with the COTR to determine if a deviation from the work schedule is necessary. Listed below are the legal Government holidays:

When a holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the proceeding Friday is observed as the legal holiday by U.S. Government agencies.

J. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor’s personnel/FSE shall wear visible identification at all times while on the premises of the VA San Diego Healthcare System. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is not permitted inside any building at the VAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

K. CONTRACTOR WORKERS COMPENSATION AND INSURANCE:

The Contractor is required to provide copies of proof of Worker’s Compensation that complies with Federal and State Worker’s Compensation and Occupational disease statues, and provide proof of General Liability Insurance, within 15 calendar days after notification of contract award.

L. CHANGES

Any changes must be approved by the government Contracting Officer and authorized entity of the Contractor and mutually agree to any changes to the SOW, scope or deliverables.

B.3 DELIVERY SCHEDULE

ITEM INFORMATION

GRAND TOTAL