S06. Courier Services 36C26324Q0384 Amendment 0002.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 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)

437-24-2-751-0004

None 36C263

Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 111 South 18th Plaza, Suite C151/152 Omaha NE 68102-2077

36C263

Department of Veterans Affairs Network 23 Contracting Office (NCO 23) 111 South 18th Plaza, Suite C151/152 Omaha NE 68102-2077 To all Offerors/Bidders

36C26324Q0384 04-23-2024

X

X

OFFER DUE DATE NOT EXTENDED

See CONTINUATION Page

1 (ONE)

The purpose for this modification is to correct the Period of Performance for the price/cost schedule on the CLINS of contract.

Melissa Garrett Contracting Officer

VA-VHA-RPOC-2023-0009

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

Bemidji CBOC to and from Fargo VAMC Contract Period: Base POP Begin: 06-01-2024 POP End: 05-31-2025 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative: Courier/Messenger

Fergus Falls CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Bismarck CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Jamestown CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Grafton CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Grand Forks CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Minot CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Dickinson CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Williston CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Devils Lake CBOC to and from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Oversize or Overweight (Over 50lbs)

POP Begin: 06-01-2024 POP End: 05-31-2025

Minneapolis VAMC from Fargo VAMC

POP Begin: 06-01-2024 POP End: 05-31-2025

Bemidji CBOC to and from Fargo VAMC Contract Period: Option 1 POP Begin: 06-01-2025 POP End: 05-31-2026

Fergus Falls CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Bismarck CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Jamestown CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Grafton CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Grand Forks CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Minot CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Dickinson CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Williston CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Devils Lake CBOC to and from Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Oversize or Overweight (Over 50 pounds)

POP Begin: 06-01-2025 POP End: 05-31-2026

Minneapolis VAMC From Fargo VAMC

POP Begin: 06-01-2025 POP End: 05-31-2026

Bemidji CBOC to and from FARGO VAMC Contract Period: Option 2 POP Begin: 06-01-2026 POP End: 05-31-2027

Fergus Falls CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Bismarck CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Jamestown CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Grafton CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Grand Forks CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Minot CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Dickinson CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Williston CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Devils Lake CBOC to and from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Oversize or Overweight (Over 50 pounds)

POP Begin: 06-01-2026 POP End: 05-31-2027

Minneapolis VAMC from Fargo VAMC

POP Begin: 06-01-2026 POP End: 05-31-2027

Bemidji CBOC from Fargo VAMC Contract Period: Option 3 POP Begin: 06-01-2027 POP End: 05-31-2028

Fergus Falls CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Bismarck CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Jamestown CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Grafton CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Grand Forks CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Minot CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Dickinson CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Williston CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Devils Lake CBOC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Oversize or Overweight (Over 50 Pounds)

POP Begin: 06-01-2027 POP End: 05-31-2028

Minneapolis VAMC from Fargo VAMC

POP Begin: 06-01-2027 POP End: 05-31-2028

Bemidji CBOC from Fargo VAMC Contract Period: Option 4 POP Begin: 06-01-2028 POP End: 05-31-2029

Fergus Falls CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Bismarck CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Jamestown CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Grafton CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Grand Forks CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Minot CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Dickinson CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Williston CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Devils Lake CBOC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

Oversize or Overweight (Over 50 pounds)

POP Begin: 06-01-2028 POP End: 05-31-2029

Minneapolis VAMC from Fargo VAMC

POP Begin: 06-01-2028 POP End: 05-31-2029

STATEMENT OF WORK COURIER SERVICE FARGO VA MEDICAL CENTER AND CBOC

1. GENERAL OVERVIEW OF SERVICES

a. The Department of Veterans Affairs (VA), Fargo VA Health Care System is seeking a contractor to provide all necessary management, labor, equipment, transportation, and insurance to provide courier service to and from the Fargo VA Medical Center and all Community Based Outpatient Clinics (CBOC) in accordance within the prescribed Performance Work Statement, (PWS). Daily courier services include transportation of all laboratory specimens (blood/body fluids), pharmaceutical supplies, mail, office supplies, computer equipment, laboratory supplies & reagents, documents, medical records- X-rays and other hand carried medical supplies and equipment (prosthetics supplies, wheelchairs, etc..).

b. Courier services shall be provided Monday through Friday, except for National holidays or any day specifically declared by the President of the United States to be a National Holiday to and from the designed pick-up and delivery points as specified below: we anticipate about 250 trips per each site and 20 trips to Minneapolis.

c. On occasion the Fargo VA Health Care System has a requirement to transport unique (time sensitive) special laboratory specimens to the Minneapolis VA Health Care System, located at One Veterans Drive, Minneapolis, MN 55417. These twenty trips (services) will be on an as need basis. The authorized representative (Ancillary Testing Coordinator(s)) from the Fargo VA Health Care System Pathology and Laboratory Services will contact the contractor's primary POC to order the pick-up and delivery. The assigned Contracting Officer Representative (COR) will be responsible to ensure the contractor has a current list of authorized agents (Ancillary Testing Coordinator(s)) from the Pathology and Laboratory Services who shall request this Contract Line-Item Number (CLIN). If requested by the contractor, the COR will provide a current list of Ancillary Testing Coordinator(s) within two (2) business days of the request.

2. LOCATION OF SERVICES (locations may change- as new lease agreements are coming out)

a. Bemidji CBOC, 1217 Anne Street NW, Bemidji, MN 56601 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (218) 755-6360

b. Fergus Falls CBOC, 1839 North Park Street, Fergus Falls, MN 56537 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (218) 739-1400

c. Bismarck CBOC, 2700 State Street Suite # F, Bismarck, ND 58503 (Courier drop-off and pick-up point for dail (Monday through Friday) deliveries) Phone: (701) 221-9152

d. Grafton CBOC, 1319 West 11th Street, Grafton, ND 58237 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 352-4059

e. Jamestown CBOC, 2430 20th St SW, Suite 8, Jamestown, ND 58401(Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 952-4787

f. Grand Forks CBOC, 3221 32nd Avenue South, Suite 700, Grand Forks, ND 58201 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries)) Phone: (701) 335-4380

g. Minot CBOC, 3400 South Broadway Street, Minot, ND 58705 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 727- 9800

h. Dickinson CBOC, 766 Elks Drive, Suite 6H, Dickenson, ND 58601(Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 483-1850

i. Williston CBOC, 1542 16th Street West, Suite 300, Williston, ND 58802 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 572-2470

j. Devils Lake CBOC, 1031 7th Street NE, Devils Lake, ND 58301 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 662-5801

k. North Fargo VA Clinic, 721 1st Ave north, Community Resource and Referral Center, Fargo, ND 58102 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 461-7330

3. PERIOD OF PERFORMANCE

a. Base Year: 06/01/2024-05/31/2025

b. Option Year I: 06/01/2025 – 05/31/2026

c. Option Year II: 06/01/2026 – 05/31/2027

d. Option Year III: 06/01/2027 – 05/31/2028

e. Option Year IV: 06/01/2028 – 05/31/2029

4. DAYS OF OPERATION

Services are to be provided every weekday, Monday through Friday, with the exception of Federal holidays or observed Federal holidays. Federal holidays are as follows and include any other days specifically declared a federal holidays.

a. New Year's Day (January 1)

b. Birthday of Martin Luther King, Jr. (Third Monday in January)

c. Washington's Birthday (Third Monday in February)

d. Memorial Day (Last Monday in May)

e. Juneteenth (June 19)

f. Independence Day (July 4)

g. Labor Day (First Monday in September)

h. Columbus Day (Second Monday in October)

i. Veterans Day (November 11)

j. Thanksgiving Day (Fourth Thursday in November)

k. Christmas Day (December 25)

5. TRACKING

a. The contractor shall supply a code/PIN/ID number for each and every delivery individually so that requests for delivery or pick up are confirmed. The code/PIN/ID should coincide with each requesting VA department’s deliveries separately and be attached with invoices to allow each VA department to verify their deliveries. The courier shall log the date and time of request, pickup, time of delivery, and the name and extension/phone number of the person requesting the service.

b. The contractor must have the capability of tracking specimens and other items from pickup location to delivery location. Documentation of tracking must be presented to the VA Technical Representative upon request.

6. Community Based Outpatient Clinic (CBOC) Courier Service – Performance Work Statement (PWS):

a. Offers will be considered only from vendors who are regularly established in the performance of courier services or can perform such services and who, in the judgment of the contracting officer, are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service. The offeror shall be licensed by the state or local health authority in those localities where licenses are required.

b. The contractor shall furnish all supervision, labor, vehicles, meals, and other related items necessary to perform scheduled daily (Monday through Friday – Pickup NLT 3:30pm-4:30pm daily) courier services as described herein for the Fargo Veterans Affairs (VA) Health Care System. Courier services shall include, but are not limited to, laboratory supplies & reagents, pharmaceuticals, medical supplies/equipment (ie wheelchairs, walkers, crutches,etc), diagnostic specimens, x- rays, patient charts, office supplies, computer equipment, mail, sterile and contaminated instruments, and other items as required.

c. The contractor shall provide regularly scheduled courier services to and from the Fargo VA Health Care System (Located at 2101 Elm Street, Fargo, ND 58102) and Community Based Outpatient Clinics (CBOC) located within North-West Minnesota and the State of North Dakota.

d. All work is to be performed in accordance with applicable federal, state, and local regulations or ordinances. Daily scheduled courier services shall include, but are not limited to, pharmaceuticals, laboratory supplies & reagents, medical supplies/equipment, computer equipment, diagnostic specimens, x-rays, patient charts, office supplies, mail, sterile and contaminated instruments, and other items as required.

7. TIME AND LOCATIONS

a. The contractor shall provide daily (Monday through Friday - Pickup NLT 3:30pm-4:30pm daily/Delivery, on their specific time zones, of all items and equipment) courier services to and from the Fargo VA Health Care System and below CBOC locations:

b. Fargo VA Health Care System, Medical Center, 2101 Elm Street, Fargo, ND 58102-2417 All below addresses/locations are subject to change after new construction is completed. The facility COR will be responsible for notifying the vendor of any change in room addresses/room numbers.

i. CBOC Courier Room: Room 1B-97 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries)

ii. Laboratory: Room 1A-30 (Laboratory Specimen Courier drop-off point for daily (Monday through Friday) deliveries)

c. Fargo VA Health Care System, Community Based Outpatient Clinics (CBOC) All below addresses are subject to change after new lease agreements are signed/awarded. The facility COR will be responsible for notifying the vendor of any change in address to the below locations:

i. Bemidji CBOC, 1217 Anne Street NW, Bemidji, MN 56601 (Courier dropoff and pick-up point for daily (Monday through Friday) deliveries) Phone:(218) 755-6360

ii. Fergus Falls CBOC, 1839 North Park Street, Fergus Falls, MN 56537 (Courier drop-off and pick-up point for daily deliveries (Monday through Friday) Phone: (218) 739-1400

iii. Bismarck CBOC, 2700 State Street Suite # F, Bismarck, ND 58503 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 221-9152

iv. Jamestown CBOC, 2430 20th St SW, Suite 8, Jamestown, ND 58401(Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 952-4787

v. Grafton CBOC, 1319 West 11th Street, Grafton, ND 58237 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 352-4059

vi. Grand Forks CBOC, 3221 32nd Avenue South, Suite 700, Grand Forks, ND 58201 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries)) Phone: (701) 335-4380

vii. Minot CBOC, 3400 South Broadway Street, Minot, ND 58705 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 727- 9800

viii. Dickinson CBOC, 766 Elks Drive, Suite 6H, Dickenson, ND 58601(Courier drop-off and pick-up point for daily (Monday through Friday) deliveries)Phone: (701) 483-1850

ix. Williston CBOC, 1542 16th Street West, Suite 300, Williston, ND 58802 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 572-2470

x. Devils Lake CBOC, 1031 7th Street NE, Devils Lake, ND 58301 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 662-5801

36C26324Q0384

xi. North Fargo VA Clinic, 721 1st Ave north, Community Resource and Referral Center, Fargo, ND 58102 (Courier drop-off and pick-up point for daily (Monday through Friday) deliveries) Phone: (701) 461-7330

d. The contractor will be required to make pick-ups and deliveries at all Community Based Outpatient Clinics (CBOC) between 3:30PM (1530 hours) and 4:30PM (1630 hours) local time (this geographical area covers two time zones Central and Mountain), excluding federal holidays or any additional National holiday that is declared by the President of the United States. Contractor will make deliveries and pick-ups from the Fargo VA Medical Center (hospital) after normal hours of operations, for security reasons contractor personnel (employees, agents, and/or sub-contractors), shall enter the building through the main entrance on the North side of the Medical Center (hospital). If the main door is locked, use the access phone next to the entrance (sliding door). Contractor personnel (employees, agents, and/or sub-contractors) shall limit their movement within the Fargo VA Medical Center (hospital) to designated areas, (currently all pick-up and delivery points are located on the first floor of the hospital).

8. LAB COURIER SERVICES & ENVIRONMENTAL CONTROLS

a. Time and Temperature Sensitive Item Delivery

i. This special transport requires trained personnel and tight schedules to preserve the integrity of the items being transported.

b. Separate transport environments for each must be provided, monitored, and maintained in each vehicle:

i. Room Temp (20 – 25 degrees Celcius)

ii. Refrigerated (2 – 10 degrees Celcius)

iii. Frozen (-18 degrees Celcius or below)

c. Maintain appropriate temperature-controlled environments for all items listed.

d. Totes(s) may vary in size and number transported daily to each site; Some of the packages/boxes may be of odd dimensions, for example, those containing crutches, wheel chairs, canes, laboratory supplies and paper supplies. Totes(s) may contain office and medical supplies, laboratory supplies, Point of Care reagents and controls, interoffice mail, medical records- X-rays, medications/prescriptions, etc.. (Medical supplies may consist of syringes, gauze, FOBT cards, gloves, gowns and drapes, and needles and/or specimen Q-tips).

e. Laboratory Specimen containers for delivery/ pick up are approximately 18” x16 “Lx 16” W, they may vary in Size; Laboratory specimen containers will be locked. The contractor shall deliver/pick-up empty container(s) for each location and deliver/pick up a fully packed container(s) for the return trip. Laboratory specimens, i.e. body fluids, will be properly packaged by the VA personnel for transportation and will be placed in the locked container.

f. Intermediately there may be a requirement for larger/heavy (items more than 50lbs); the assigned Contracting Officer Technical Representative (COTR) will provide the contractor with advance 24- hour notice to determine if special handling is required.

g. Some containers/packages may require special handling and will be marked “Fragile” or “This Side Up.”

h. The contractor will be responsible to maintain a temperature-controlled environment between 59 to 86 degrees Fahrenheit (F) or two (2) to eight (8) degrees Celsius (C) with the use of adequate refrigerant packs (to be supplied by the government) for all deliveries of laboratory specimens from community-based outpatient clinic (CBOC) to the Fargo VA Medical Center (Hospital).

i. Sterile supplies and instruments delivered to the CBOC from the Fargo VA Medical Center shall be transported in a temperature and humidity-controlled environment between 65 to 72 degrees Fahrenheit or 18 to 22 degrees Celsius with a relative humidity level between 65 to 72.

j. Contractor employees, agents, and/or sub-contractor’s drivers shall not leave vehicles in extreme heat or cold while the specimens, sterile, supplies, pharmaceuticals and films are being transported. Failure by the contractor’s employees, agents, and or sub-contractors to ensure established environmental controls are maintain, that results in damage or deterioration of laboratory specimens, the contractor will be responsible.

k. Provide timely delivery of Laboratory Specimens no later than 8:00 p.m., with exceptions made for those locations more than 4 hours away from the FARGO VA Health Care System.

l. Should specimens and/or transported items be lost or broken, the contractor will be required to submit a preliminary summary incident report (should be suitable for upper management: elements include the basic description of the incident, how the service was impacted by the incident, whether service was not impacted, degraded, or interrupted, and the date and time and duration of the incident) to the Contracting Officer Technical Representative (COTR) within 24-hours. The contractor shall provide a written incident report explaining the details of the incident (specifically, what caused the incident (who, what, where, when, and how) within 72 hours of the incident.

m. Call-back requirement: The contractor shall within 30-minutes after receipt of notification from the Contracting Officer Technical Representative (COTR), re-perform the services of this contract when it is determined that unsatisfactory performance has been received, at no additional charge to the government.

9. DROP OFF

a. Drivers need to deliver laboratory coolers to laboratory personnel, no laboratory coolers will be left unattended. Courier should take back all empty coolers after unloaded for other pickups.

b. Leave any returned medical supplies in the same room as totes. They will be distinguished between incoming and outgoing. COR will inform the contractor on any room changes.

c. Green totes will be ready in Fargo by 4pm CT. Only take totes that are closed with red zipties. Each CBOC should have a minimum of 1 cooler and 1 tote daily. Leave any separate medical devices with the green totes.

10. DRIVERS

a. All drivers must be of legal age, possess a valid state driver’s licenses, and maintain a neat, clean and professional appearance. Contractor’s drivers (employee, agent, and/or sub-contractor), must maintain a valid driver’s license for the type of vehicle operated as required by the State of Minnesota and/or North Dakota. Drivers must be able to speak, understand, and write English. Drivers shall possess identification showing the person’s name and job title.

b. The contractor (offeror) shall maintain and provide upon request by the Contracting Officer or the Contracting Officer Technical Representative (COTR) evidence of his/her reliability, ability, and experience by furnishing a list of personnel who will perform under this contract, showing the length and type of experience of drivers and others performing courier services under this contract.

c. The contractor shall be responsible for the actions and conduct of its employees and shall ensure they comply with all VA facility and parking regulations, policies, and guidelines while conducting business for the contract. Drivers shall not make any personal stops in performance of duties under the contract, nor shall any unauthorized passenger accompany the driver during contracted services.

d. Contractors Drivers (employee, agents, and or sub-contractors) are required to notify the assigned Contracting Officer Technical Representative (COTR) during normal Fargo VA Health Care System business hours or if after normal business hours contractors drivers will notify the Fargo VA Medical Center (hospital) Laboratory staff of any unusual events that impeded him/her in making delivery as required by the contract at 1 800 410 9723 for laboratory extension 9-3984, (the appropriate extension will be provided by the assigned COTR after contract award).

e. Contractor’s drivers (employee, agent, and/or sub-contractor), shall observe and abide by all signage, speed limits, pedestrian right-of-way’s, emergency vehicle right-of- ways, and designated roadways to collection sites.

f. The contractor’s drivers, (employee, agents, and/or sub-contractors), shall be required to maintain a record log of courier pick-ups and deliveries, indicating time and date of pick- ups, number of containers/totes and/or loose items.

g. The contractor shall be responsible for the actions and conduct of its employees and shall ensure they comply with all VA facility and parking regulations, policies, and guidelines while conducting business for the contract. Drivers shall not make any personal stops in performance of duties under the contract, nor shall any unauthorized passenger accompany the driver during contracted services.

h. Drivers shall comply with the VA smoking policy and only smoke in designated areas. Smoking within vehicles shall not take place while transporting VA items.

i. Drivers transporting laboratory specimens must be trained in Universal Precautions for handling of biohazard materials and follow proper procedures in case of biohazard spills or accidents. Training shall also include mandatory Hazardous Materials training and the proper handling of dry ice. The contractor shall provide written documentation annually, or at the beginning of the driver’s employment, of Hazardous Materials and other training that meets the laws and regulations of the US Department of Transportation and the Centers for Disease Control governing the transport of clinical specimens.

j. Contractor shall provider and maintain training for its employees in safety and appropriate handling of packaging procedures suitable to specimen type and distances transported. This should include issues such as adherence to regulation for transport of biohazards, use of rigid containers where appropriate, temperature control, notification procedures in case of accident or spills, etc. Upon request by the Contracting Officer Technical Representative (COTR), the contractor shall provide documentation certifying that the training has been provided to contractor employees, agents and/or sub-contractors. Reference 49 CFR 173.199 Diagnostic Specimens and used Health Care Products and 172.700, subpart H, Training, and International Air Transportation Association (IATA) section 1.5.02.

k. Report driver training every year and upon hire of any new driver to the Contracting Officer Technical Representative (COTR)

l. The training records must include:

i. Employee’s name

ii. Completion date of most recent training

iii. Training materials (copy, description, or location)

iv. Name and address of hazmat trainer, and

v. Certification that the hazmat-trained employee has been trained and tested.

m. State DOT rules and regulations must be followed while transporting biohazard RMD.

n. Proper Personal Protective Equipment (PPE): gloves and gowns to be worn as needed.

11. INSURANCE REQUIREMENTS

a. The contractor shall meet all Federal, State, and City codes regarding operation of this type of business and furnish the insurance certificates required.

12. INCLEMENT WEATHER

a. The contractor shall contact the VA Technical Representative, Logistics Manager, Laboratory Manager, or Laboratory Administrative Officer should weather conditions delay or cause cancellation of services. Due to the nature of this business, it is necessary for the contractor to have vehicles that operate safely in difficult weather conditions. Cancellations should only occur as a last resort or due to acts of nature.

b. Should it be necessary to cancel a delivery for other than Laboratory items, the contractor shall contact the origin point by phone conveying the reason for cancellation.

c. Ability to be able to provide flexible pick up times outside normal established pick up window, Flexible times during inclement weather. (3:30pm-4:30pm)

d. Contractor shall develop a contingency plan to address the inclement weather conditions; this plan should address Community Based Outpatient Clinics, Fargo VA Medical Center (hospital) laboratory staff. The vendor is responsible for contacting the Contracting Officer Technical Representative (COTR) and the Ancillary Testing Coordinator by notifying early enough to provide the appropriate staff time to notify veteran patients that laboratory services need to be rescheduled due to the inclement weather conditions. The latest acceptable time is 1:00 PM (1300 Hours) for the vendor to notify the COTR/Lab of any delay or cancelation of services.

13. TOLLS

a. The costs of all tolls must be included in the contract price. There should be no additional charge to VA for use of tolls during the performance of the contract.

14. VEHICLES

a. All vehicles used in performance of this contract shall be registered, licensed and meet the minimum vehicle requirements as mandated by the Department of Transportation. It is important that the contractor has safe vehicles that dependably operate in difficult weather conditions to support high priority needs such as Laboratory and Pharmaceutical services. The Government reserves the right to inspect the vehicles to validate contractor’s ability to perform.

b. Each vehicle used in the performance of this contract shall be adequately stocked with at least one current/up-to-date complete “Spill Kit” for a bio-hazard clean-up in case of leakage or accidental discharge from container.

c. Contractor shall provide comprehensive automobile liability insurance required by the state of Minnesota and/or North Dakota. The contractor (offeror) shall provide certified proof of automobile liability insurance for all vehicles used by the contractor (offeror) in the performance of this contract, this will be provided to the contracting officer, no later than, 10-days after the award date and upon request of the COR/CO.

d. Vehicle cleaning between clean and soiled RMD (Reusable Medical Devices)/ Green totes transports. Document all cleanings between clean and soiled RMD/ Green Totes transports, and report monthly. A daily Cleaning Log and RMD / Green TotesTransport Checklist are to be completed between each transport and reported.

e. Clean and soiled totes must be in separated compartments of the vehicle for every transports.

f. Vehicles MUST be cleaned and disinfected using approved hospital disinfectant wipes between every transport.

g. All totes should be transported in an enclosed, leak-proof, secure containment device. Containment devices must be secured in vehicle prior to transport.

h. Add blue tooth enable temperature and humidity monitor to record all transports and report monthly. Temperature parameters for sterile RMD must be within 66°-72℉, and humidity between 30% - 60%.

i. Biohazard spill kit is required in vehicle during every transport.

j. The following types of vehicles are prohibited from use:

i. Bicycles

ii. Motorcycles

iii. Vehicles without a secure cargo area, such as convertibles

iv. Pickup trucks without fully enclosed and lockable bed cover, unless cargo is secured in the driver’s compartment.

15. CONFIDENTIALITY OF RECORDS

a. The contractor shall ensure the confidentiality of all patient information and records being transported and shall be held liable in the event of any breach of confidentiality. The contractor shall comply with provision of the Federal Privacy Act of 1974 (Public Law 93-579).

16. REPORTABLE INCIDENTS

a. The contractor shall furnish a written report should any delivery incident occur.

b. The report shall be delivered to the VA Contracting Officer and VA Technical Representative within 24-hours of the incident.

i. Incidents/actions involving blood components, laboratory specimens, and Pharmaceuticals must be reported immediately to the VA Technical Representative, who will then report to the effected departments.

ii. Incidents/actions involving breach of patient records or patient identifiable information must be reported immediately to the VA Technical Representative and VA Contracting Officer. Contractor shall be responsible for supplying, completing, and submitting all reports required and/or requested by any federal, state, or local government agency, as required by laws, ordinances, and/or regulations, that pertain to the supplies and services provided under this contract. All correspondence relative to this contract (i.e. invoice, inquiry, etc.) shall contain the contract number, facility name, and description of services performed.

17. Contractor Responsibilities

a. Contractor (Offeror) shall develop contingency plan to ensure un-interrupted daily scheduled courier services for the Fargo VA Health Care System. This plan shall be reviewed annually or as determined by the COTR, contractor, contracting officer or other designated VA staff.

b. The COTR will provide the contractor and/or contractors with copies of any reference document and/or materials within 15-business days upon receipt of the written request unless stated differently within this contract.

c. The Fargo VA Health Care System reserves the right to exclude contractor staff members from providing services under this contract based on breaches of conduct, including conduct that 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 Veterans or other staff members to designated government representatives. The contractor and contracting officer’s technical representative shall deal with issues raised concerning contractor personnel conduct. The contracting officer shall be the final arbiter on questions of acceptability and in validating complaints.

18. PERSONNEL POLICY:

a. Personnel working for the contractor shall not be considered Government employees.

b. The contractor shall supply their employees with a name badge or uniform with their name emblazoned upon it and ensure it is worn for proper identification when the contractor or contractor’s personnel are on site at the Government facility.

19. TECHNICAL EVALUATION

a. The VA Technical Representative shall assess the contractor’s performance once per month and will provide a written assessment to the contractor and VA Contracting Officer following each assessment.

b. The performance criteria and standards are listed below.

Pass / Fail

The contractor shall provide timely Lab and Pharmacy courier services.

Per each calendar month, no more than two documented occurrences of the contractor being late for a pick-up or delivery of Lab and Pharmacy requirements.

Pass / Fail

Pass / Fail

Pass / Fail

Pass / Fail

NARA Records Management Language for Contracts (July 10, 2019) https://www.archives.gov/records-mgmt/policy/records-mgmt-language

RECORDS MANAGEMENT OBLIGATIONS

Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

includes [Agency] records.

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

may include deliverables and documentation associated with deliverables.

Requirements:

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

[FACILITY] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [FACILITY] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to FARGO VA Medical Center. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to FARGO VA Medical Center control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and FARGO VA Medical Center guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with FARGO VA Medical Center policy.

The Contractor shall not create or maintain any records containing any non-public FARGO VA Medical Center information that are not specifically tied to or authorized by the contract.

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

The FARGO VA Medical Center owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which FARGO VA Medical Center shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take to FARGO VA Medical Center -provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of Requirements to Subcontractors

The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

CONTINUATION PAGE