36C26320Q0270-0001000.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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

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

E. IMPORTANT:

is extended,

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

OF YOUR

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

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D 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 amendmen t, 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) 03-27-2020

PR 618-20-3-4025-0008

None Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade SD 57741 Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 113 Comanche Rd.

Fort Meade SD 57741 To all Offerors/Bidders

36C26320Q0270 03-27-2020

X X X

X The purpose of this amendment is to revise the Performance Work Statement (PWS) in response to Contractor questions pertaining to this RFQ solicitation: 36C26320Q0270

1. See attached, revised PWS ; Revised PWS dated 4/14/2020 is hereby incorporated into the solicitation replacing the original PWS.

2. See attached Q/A Summary document for additional clarification.

Angela Beck Contracting Officer

4/14/2020 - FINAL

DESCRIPTION / SPECIFICATIONS / PWS: VA-MPLS HCS Courier Out-of-Town CBOCs Introduction The Minneapolis Veterans Affairs Health Care System (the “VA” or “MVAHCS”) has a requirement for a Courier Service to transport items to and from several locations (Community Based Outpatient Clinics or CBOC’s) listed under the “Schedule of Items.”

STATEMENT OF WORK (Part A-J - Schedule of Items):

1. Provide a fixed rate for all costs for courier service via courier vehicle with driver. Costs to include vehicle, driver, mileage, time, weight, and all other reasonable costs associated with courier services. All Vehicles must be of the proper size to accommodate all items requiring delivery: “small cars” are not appropriate. Contractor must demonstrate and explain the ability to mitigate the risk of late or failed deliveries arising from maintenance or other issues stemming from unexpected breakdown or unavailability of vehicles.

2. Daily, contractor shall transport various laboratory specimens including blood, body fluid, tissue, swabs, and glass slides (in sealed containers) properly packaged by VA personnel. Pick up must be made between the times agreed upon at the CBOC locations indicated in the Schedule of Items PART A, and deliver no later than times listed on the schedule unless agreed upon by VA COR and LAB POC, to Room BB-144, Laboratory Specimen Window of the Minneapolis Veterans Affairs Medical Center, Bldg 70, One Veterans Drive, Minneapolis, MN. Daily pickups are Monday through Friday, excluding Federal holidays. Packages (usually 1-2 coolers) are approximately 2’ x 2’ x 2’ square and would easily fit in a courier car/vehicle.

3. Daily, contractor shall transport empty specimen containers or coolers from the MVAHCS Laboratory Specimen Window (details above) to the CBOC locations indicated in the Schedule of Items. Pick up of empty specimen containers at the MVAHCS is done when the above mentioned laboratory specimen delivery is made (paragraph 2). Daily pick ups are Monday through Friday, excluding Federal holidays. Packages (usually 1-2 coolers) are approximately 2’ x 2’ x 2’ square and would easily fit in a courier car/vehicle.

4. Daily, contractor shall transport mail, X-rays and or CD materials, and or empty Styrofoam Pharmacy Coolers originating from the CBOC’s to the MVAHCS as indicated in the Schedule of Items PART A. Mail, X-rays, and CD’s are transported in a mail pouch supplied by the MVAHCS. Pharmacy Coolers are separate and placed in the Lockers by the MVAHCS Warehouse (room BM-123, Bldg 70).

5. Daily, contractor shall start at the Minneapolis VA (BM-123) and pick up Misc. Supplies to be delivered to the CBOC’s. Each CBOC listed on Schedule of Items PART B receives a delivery one day per week. Supplies can consist is Medical Supplies, Laundry, Lab Supplies, Office Supplies and other misc. as needed. Each CBOC has a minimum of one cargo type cart on wheels. Dimensions 48”L x 36”W x 36”T. Return items are placed in the cargo bin and returned to the Minneapolis VA NLT 1630 daily.

Contractor Qualifications

1. Contractor must demonstrate capability of managing all operations at a local level to ensure proper quality assurance.

2. Contractor shall possess a minimum of three years experience, along with all necessary equipment, personnel and must be financially responsible to perform courier service as required under this contract. Contractor must meet all requirements of federal, state, or city codes and licenses regarding operations of this type of service. A description of the Contractor’s experience and qualifications shall be submitted with the offer.

3. The vehicles used in the performance of this contract shall be registered, licensed and meet minimum requirements as mandated by the Department of Transportation, the State of Minnesota or Wisconsin, and cities operating therein. Courier vehicles must also be of the proper size to accommodate all items requiring delivery: “small cars” are not appropriate. The appropriately sized vehicle has the capacity of a mini-van or SUV. The vehicle must be able to accommodate up to six igloo coolers, 10 large mail bags, plus office supplies.

4. All drivers shall maintain a valid driver’s license for the type of vehicle operated as required by the State of Minnesota and or Wisconsin.

5. A record of each driver as to character and physical capabilities of performing the duties as a courier shall be maintained and made available to the Contracting Officer for inspection upon request. Each driver shall complete HIPAA and Blood Borne Pathogen Training.

Contractor Responsibilities

1. The Contractor shall ensure the confidentiality of all patient information being transported and is held liable in the event of breach of confidentiality. The Contractor shall comply with the provisions of the Federal Privacy Act of 1974 (Public Law 93-579). All employees are required to complete the Privacy HIPAA Training and a list of all employees completing the training will be made available to the VA COR Annually. VA COR will supply the Contractor with the training required.

2. All drivers shall have appropriate blood borne pathogen training and the training records provided to the VA COR yearly. The Contractor shall certify in writing, for each driver, by name that the driver has been trained in the procedures necessary for transporting Biological Specimens and that the training was conducted by a certified trainer and a training videotape relating to Blood Borne Pathogen safety was shown to the driver.

3. The Contractor’s supervisors, drivers and alternates shall be able to read, write, speak and understand English. The name of these persons, and an alternate, or alternates, who shall act for the Contractor when the manager is absent, shall be designated in writing to the Contracting Officer. An updated listing is provided as changes in personnel occur. Contract employees may be required to carry a valid VA identification, and may be required to check-in with VA Medical Center security when entering the VA Facility. Any identification provided is returned to the VA upon completion of contract.

4. The Contractor’s personnel shall conduct themselves in a professional manner, present a neat appearance and be easily recognized as a Contractor employee by having the company name, and employee name affixed to the uniform. The Contractor shall be responsible for appropriately-sized vehicles (“small cars” are not acceptable), reliable personnel, equipment to include vehicles and supplies, vehicle fuel, uniforms, name tags and/or badges for performance of services under this contract. Contractor’s vehicle shall have the company name/logo prominently displayed. Contractor must demonstrate and explain the ability to mitigate the risk of late or failed deliveries arising from maintenance or other issues stemming from unexpected breakdown or unavailability of vehicles. Employees will complete a VA background check and be issued a VA identification card and it shall be worn in clear view above the waist. (A listing of employees available to service the contract is submitted at time of offer for evaluation purposes. Submission and verification of these documentation requirements is an evaluation factor prior to award and a quality assurance procedure during the contract period.)

5. Contractor/Driver must notify the CBOC of any unusual events that impede the ability of the scheduled pick-up (Weather/Traffic). Contractor/Driver must notify the VA laboratory at 612-467-2400 of any unusual events that impede the ability of the scheduled delivery. This includes weather related events and traffic accidents. Additionally:

a. Should specimens not be delivered on the same day as pick up, the Contractor is required to submit a written report to the VA COR within twenty-four (24) hours explaining the circumstances. Failure to provide the report within the specific time frame will cause further review by the Government to determine if the infraction warrants suspension or termination of the contract.

b. Should specimens be lost or broken, call the VA COR immediately upon discovery. The Contractor is required to submit a written report to the VA COR within twenty-four (24) hours explaining the circumstances. Failure to provide the report within the specific time frame will cause further review by the Government to determine if the infraction warrants suspension or termination of the contract. The VA COR will notify the VA Privacy Officer of a loss.

6. Before award of contract, the Contractor shall furnish to the Contracting Officer a certificate of insurance which shall contain an endorsement to the effect that cancellation of, or any material change in, the policies which adversely affect the interests of the Government in such insurance shall not be effective unless a 30 day written notice of cancellation or change is furnished to the Contracting Officer.

7. The Department of Labor has held that Contractors must pay their employees the Service Contract Act wages while they are driving both to and from destinations for the VA. Wage Determination(s) as listed in this solicitation are applicable to any resulting contract. The Contractor will certify by signature on this offer that the salaries to be paid workers involved in the performance of the contract are equal to or greater than those specified in the attached Wage Determination(s).

8. Contractor shall be responsible for broken coolers, handles and or lost mail bags, pharmacy coolers. Contractors will not use lab coolers as two-wheel carts, will not double stack cooler, and will not lift coolers by the extended handle. Handles are meant for pulling the cooler and will break if not used properly.

9. Each driver from the courier service must sign a Log Sheet with signature/date/time at the CBOC Clinic when picking up the Lab Cooler and Mail Bags. Drivers will also sign the Lab Receiving Log when dropping off the Lab Cooler at room BB-144 (Bldg 70) with initials/ date/ time. If contractors have an internal tracking system that allows the VA to access reports please identify in your proposal.

10. Drivers are strictly prohibited from opening and or repacking lab coolers and mail bags.

11. Driver with VA provided Identification cards are not required to sign in, but will have to show PIV Card to security upon entrance. Those that are substitute or new drivers that are awaiting clearance are required to sign in and out when delivering.

12. Changes to the agreed schedule shall be received in writing 30 days in advance and approved by the VA COR and Lab POC. No automatic changes are allowed.

13. Any delayed delivery or pick-up by the Courier Service causing a cancellation of test(s), re-drawing of the patient’s blood specimen(s), and any extra pick-up or deliveries required to deliver the delayed containers to the location specified, will lead to a deduction from the monthly invoices at an amount equal to the cost of the pick-up to recover costs associated with any of these events. More than one (1) missed pick-up or serious Courier Service errors per CBOC facility which leads to an adverse patient care (i.e., significant delays) within a 12-month period may lead to the VA developing evaluation methods for contractor improvement and possible termination of contract if not improved.

Quality Assurance

1. The Contractor shall develop and maintain a quality control program that ensures courier services are performed in accordance with these specifications. The Contractor shall develop and implement procedures to track, identify, prevent, remedy and ensure non-recurrence of defective services. The Contractor shall provide a method to accept and resolve customer complaints and notify the customer of the resolution. The Contractor shall immediately notify the VA COR upon receipt of a customer complaint so joint validation may be accomplished. The Contractor is responsible for quality control and specification compliance.

2. The VA will evaluate the Contractor’s performance using customer feedback, periodic on-site inspections, and at the VA’s discretion, may inspect each task to determine conformance and acceptance prior to payment.

3. Contractor is responsible to ensure blood born pathogen training and HIPAA Training is completed annually by all primary/new and substitute drivers. Any change in the roster will be forwarded to the VA COR.

Inspection

1. The Contractor must give the VA the right to thoroughly inspect and investigate the establishment’s vehicles, facilities, business reputation and other qualifications.

2. The VA reserves the right to restrict any Contractor employee from performing services under this contract who do not meet the required qualifications, or who violate Federal regulations or are identified as a potential threat to the security, safety, health and/or operational mission of VA and its veteran population. The restriction of such Contractor personnel shall not relieve the contractor from performing all the required services in accordance with all terms, conditions, and schedules contained herein.

3. If the VA determines that a specific driver does not possess the required qualifications, or if a particular driver establishes a pattern of non-conformance with the procedures set forth as requirements, the VA may prohibit that driver from performing services under the contract.

Additional Information

1. The VA Contracting Officer’s Representative (COR) is a Facility Logistics Officer. The VA COR is identified upon contract award, assigned by a VA Contracting Officer. The VA COR is responsible for monitoring contractor work.

2. The VA technical point of contact for laboratory services is the Ancillary Testing Coordinator – CBOC’s. The laboratory contact is identified upon contract award.

National Holidays

1. The courier service is not required to service CBOCs on weekends.

2. The courier service is not required to service the CBOC’s on the ten (10) holidays observed by the Government as follows: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

END SPECIFICATIONS / PERFORMANCE WORK STATEMENT

QUESTIONS/ANSWERS:

1. Previous/Current Contract History is found at www.FPDS.gov Contract Number: VA26315D0070

2. Are there any other wage determinations to follow besides the one listed within the contract? https://beta.sam.gov DETERMINES ALL WAGE DETERMINATIONS AND MAY UPDATE AT ANY TIME – CHECK THE WEBSITE FOR THE LATEST FOR THE DESIGNATED REGION

3. How many drivers are currently being used? THIS IS DETERMINED BY THE CONTRACTOR TO MEET THE ROUTE REQUIREMENTS OF THE CONTRACT

4. Does the contractor pay for the VA Background check? NO

5. Will the VA provide the cooler and lock or will the contractor be responsible? SEE PWS pg.8; VA WILL PROVIDE COOLERS, CONTRACTOR IS RESPONSIBLE FOR BROKEN COOLERS, ETC.

a. Are icepacks needed? If so how many? ICE PACKS ARE PROVIDED BY THE VA

b. Will dry Ice be needed? NO

c. Who is responsible for providing the icepacks and/or dry ice? VA

6. What are the estimated weights and dimensions of the packages containing the miscellaneous supplies?

a. How many of those packages will be transported at a time?

It is expected the heaviest individual weight of an item is a box of printer paper (roughly 25 lbs) with the likelihood of having to deliver several boxes of paper (up to 4-6 boxes) during a weekly delivery along with other items (surgical gowns, office supplies).

7. On scheduled items under Part B are there specific times to follow? Minneapolis VA Warehouse opens M-F at 6:00am. Deliveries to CBOC are NLT 4:30pm (closing) during days they are open. Schedule B is only 1 day/week and can be delivered on any day of the weekdays the CBOC is open. However, we would like a routine schedule in order to plan deliveries with the CBOCs.

8. Can pickup timing be clarified between scheduled items for part A and B?

a. For Part A the couriers arrive at the CBOCS after 4:30 to pickup labs and drop off supplies coming from the main VA is this correct? Will there be lock boxes and how can we access afterhours?

Schedule A is specific to Laboratory Specimens. Pickup after 4:30 at the CBOCs allows for patient samples to be prepared for transport. Courier will have access to a lock-box to pick up coolers daily from the CBOCs after hours. More importantly is the delivery to the Minneapolis Lab; latest delivery time in Schedule A refers to specimens arriving to BB-144 in Minneapolis.

b. Part B is stating supplies are returned to the main VA at 4:30 as well is this correct? Return of items back to the main VA does not need to be same day; the Warehouse closes daily at 4:30pm.

c. Part B states Monday- Friday pickups and price sheet reflects 52 trips, would this be once per week for the supplies or weekly pricing for Monday- Friday pickups? Schedule B is larger items including Office Supplies (boxes of paper, etc…) which is only required weekly (thus listed as 52) with the day of the week of delivery open. However, we prefer a routine schedule in order to coordinate resupply to the CBOCs.

9. On page 9 of 77 point #13 states, " Any delayed delivery or pick-up by the Courier Service causing a cancellation of test(s), re-drawing of the patient’s blood specimen(s), and any extra pick-up or deliveries required to deliver the delayed containers to the location specified, will lead to a deduction from the monthly invoices at an amount equal to the cost of the pick-up to recover costs associated with any of these events.

· Question: Does this exclude acts of god, weather, road closures and such instances that are not due to courier negligence?

“Acts of God” and extreme weather (resulting in the majority of roads closed) do not result in a penalty to the contractor. All timeliness problems must be communicated immediately from the Contractor to the VA/Logistics point-of-contact. The Contractor must plan for road construction in order to fulfill the PWS obligations.

10. What is the size and weight of “cargo bin on wheels”? Will each CBOC have a bin, or will there be only 1 bin picked up each day? See page 5 of 77, paragraph 5. Each CBOC requires a Bin. Dimensions 48”L x 36”W x 36”T. Estimated weight is not expected to exceed 200 lbs.

11. What is the size of vehicle currently utilized to transport this bin(s)? Current Contractor provides the vehicles and size of the vehicle is determined by their established routes and how many CBOCs are on that route.

12. Can you confirm if there will be any STAT runs required for this contract, what is the required turnaround time, time of day, location(s), and expected trip volume per year and per location for additional pickup requests? STAT runs are not required.