36C26326Q0001.docx

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

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

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

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

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4

FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4

FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

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

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

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

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

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

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

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

36C26326Q0001 07-28-2025 Alisha Milander

(701) 239-3700 ext. 3176 08-11-2025 12:00

CDT

36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101 X X 492110 1500 Employees X N/A X Department of Veterans Affairs Minneapolis VA Medical Center One Veterans Drive, Building 70 Minneapolis MN 55417 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

Y Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-9971 See CONTINUATION Page Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Before quote submission, review ALL solicitation documents.

Review and follow INSTRUCTIONS TO OFFERORS in Section E. E.1 52.212-1 Addendum. See also E.10 52.212-2 EVALUATION -

SIMPLIFIED ACQUISITION PROCEDURES.

Email ALL required and completed documents to:

Alisha Milander at Alisha.Milander@va.gov Submit all questions via email by 08/01/2025 at 12:00pm CDT.

Response to questions will be posted as an amendment.

See CONTINUATION Page X X X Traci Johannes

VA-VHA-RPOC-2025-0004

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C263 Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

316 Robert Street N. STE. 506 St. Paul MN 55101

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

3. INVOICES: Invoices shall be submitted in arrears:

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

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

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Contract Period: Base POP Begin: 11-01-2025 POP End: 10-31-2026 PRINCIPAL NAICS CODE: 492110 - Couriers and Express Delivery Services PRODUCT/SERVICE CODE: R602 - Support - Administrative: Courier/Messenger

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Contract Period: Option 1 POP Begin: 11-01-2026 POP End: 10-31-2027

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Contract Period: Option 2 POP Begin: 11-01-2027 POP End: 10-31-2028

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Contract Period: Option 3 POP Begin: 11-01-2028 POP End: 10-31-2029

Perform Courier Services for the Minneapolis Veterans Affairs Health Care System in accordance with the Statement of Work, Price/Cost Schedule, and Rate Table below.

Contract Period: Option 4 POP Begin: 11-01-2029 POP End: 10-31-2030

B.3 RATE TABLE

Base Year: 11/01/2025 – 10/31/2026

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

Option Year 1: 11/01/2026 – 10/31/2027

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

Option Year 2: 11/01/2027 – 10/31/2028

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

Option Year 3: 11/01/2028 – 10/31/2029

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

Option Year 4: 11/01/2029 – 10/31/2030

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

B.4 STATEMENT OF WORK

Introduction

The Minneapolis Veterans Affairs Health Care System (the “VA” or “MVAHCS”) has a requirement for a Courier Service to transport pathology and laboratory samples, mail and official VA correspondence, occasional non-narcotic pharmaceuticals, and small medical supplies and instruments that fit into a mail pouch to and from several locations (Community Based Outpatient Clinics or CBOCs) listed under Attachment A: Delivery Schedule below. Included in the requirement is the delivery of sterile instruments inside a rolling cart to one CBOC (Northwest Metro-Ramsey). The MVAHCS will provide all coolers, mail bags, and carts for sterile instruments that are to be transported by the Contractor.

Requirements:

1. Daily Tasks: Monday through Friday (excluding Federal Holidays)

a. The Contractor shall transport various laboratory specimens including blood, body fluid, tissue, swabs, and glass slides (in sealed containers) properly packaged by VA personnel. They must be kept upright and at a reasonable temperature to preserve specimen integrity.

i. Pick up must be made for each CBOC location between the times indicated in Attachment A: Delivery Schedule below. Deliveries are no later than times listed unless agreed upon by the VA Contracting Officer’s Representative (COR) and Lab Point of Contact (POC), to Room BB-144, Laboratory Specimen Window of the Minneapolis Veterans Affairs Medical Center (MVAMC), Building 70, One Veterans Drive, Minneapolis, MN.

ii. 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. Each CBOC has a vestibule allowing for specimens to be picked up after hours.

iii. There is not a preferred or recommended delivery sequence between the CBOC locations and the Minneapolis VA facility. The delivery sequence is entirely up to the Contractor. The only stipulation is that the pick ups and deliveries are performed according to this Statement of Work, which indicates the Earliest Pick-up Time (from Sites) and the Latest Delivery Time (to Lab) that the Contractor should use when developing their plan.

b. The Contractor shall transport empty specimen containers or Styrofoam coolers from the MVAMC Laboratory Specimen Window (details above) to the CBOC locations indicated in Attachment A: Delivery Schedule below. Pick up of empty specimen containers at the MVAMC is done when the above-mentioned laboratory specimen delivery is made. Daily pickups are Monday through Friday, excluding Federal holidays.

c. The Contractor shall transport mail, X-rays and/or CD materials, and small miscellaneous supplies (Medical, office/clerical) that fit into the mail pouch, originating from the CBOCs to the MVAMC. All items are transported in a mail pouch supplied by the MVAHCS. Mail pouches are located in a secure locker just outside the Logistics Warehouse (BM-123). Pharmacy Coolers are separate and located in BB-144, Laboratory.

d. The Contractor shall deliver clean and sterilized instrumentation from the MVAMC to the Northwest Metro/Ramsey CBOC (see Attachment A: Delivery Schedule below). Pick up soiled instrumentation from Northwest Metro/Ramsey CBOC and transport soiled dental instrumentation back to MVAMC in accordance with all regulatory requirements. All instruments are packaged and contained in a closed and locked case cart by VA personnel for transportation to ensure sterility and proper handling. The bins of the cart cannot be removed and transported separately. The sterile instrument cart is roughly 2’ (depth) x 3’ (wide) x 5’ (tall). The cart cannot be tilted on its side. Pick up clean instruments by 3:00pm and deliver to Northwest Metro/Ramsey CBOC no later than 4:30pm. Retrieve dirty instrument cart from Northwest Metro/Ramsey and return to MVAMC for cleaning no later than 7:00pm. No weekend or holiday trips required. Clean cart and dirty cart cannot be transported together. The vehicle for transportation must have climate control in the compartment in which the instrument cart is contained.

2. Under no circumstances may lab specimens, pharmaceuticals, medical supplies, or medical instruments be held overnight in an uncontrolled climate environment. Temperature and humidity controls must be observed. Deliveries must be from point of origin to point of delivery without being held overnight by Contractor/ Driver.

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

Contractor Requirements

1. The Contractor must be capable of managing all operations at a local level to ensure proper quality assurance. This includes, but is not limited to, being available for communications from MVAHCS as well as local drivers before, during, and after scheduled routes from the hours of 12:00pm to Midnight, Monday through Friday (excluding weekends and holidays).

2. The Contractor shall possess a minimum of three years of experience, along with all necessary equipment, personnel and must be financially responsible to perform courier service as required under this contract. The 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. No later than 10/01/2025, the Contractor shall provide resumes showing three years of experience and qualifications for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide resumes to the COR showing the required three years of experience and qualifications prior to them beginning work under the contract.

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. The Contractor must provide all vehicles. No later than 10/01/2025, the Contractor shall provide documentation to the COR for the vehicles that are intended to be used to perform the requirements of the contract. The Contractor must provide proof of registration, licensing, insurance as per Section C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS, and ability to meet the minimum requirements as mandated by the Department of Transportation, the State of Minnesota or Wisconsin, and cities operating therein.

Vehicles must be of the proper size to accommodate all items requiring delivery; “small cars” are not appropriate. The appropriately sized vehicle for labs and mail has the capacity of a mini-van or SUV. The vehicle must be able to accommodate up to six insulated coolers and several large mail bags. A climate-controlled truck/van with a lift gate is needed for the Sterile Instrument Cart. All vehicles must have functional climate control to maintain temperature and humidity levels. The size of the vehicles and the necessary amount of storage space within each vehicle is entirely dependent on how the Contractor develops their routes. For example, routes with less stops may sufficiently utilize a smaller vehicle; however, routes with more stops will require a larger vehicle.

The VA reserves the right to inspect all vehicles for which this documentation is provided. For any future vehicles intended to be used to perform the requirements of the contract after the contract begins, the Contractor shall provide all of the same documentation as previously mentioned in this paragraph prior to them being used for work under the contract. There is no requirement for a specific number of drivers and vehicles to perform this contract. Although historically this contract has been performed using four drivers and vehicles, the Contractor may use however many drivers and vehicles as is necessary to perform the requirements of the Statement of Work.

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. No later than 10/01/2025, the Contractor shall provide to the COR copies of valid driver’s licenses for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide copies of valid driver’s licenses for each of those new employees prior to them beginning work under the contract.

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.

6. Training:

a. The Contractor is required to provide training to their drivers and supply records of the training on an annual basis to the VA COR.

b. Each driver shall complete HIPAA and Blood Borne Pathogen training to include how to react to a spill event. No later than 10/01/2025, the Contractor shall provide to the COR proof of completion of HIPAA and Blood Borne Pathogen training for each employee who will be performing the requirements of the contract as of commencement of the contract. For any employees who are hired to perform the requirements of the contract after the contract begins, the Contractor shall provide proof of completion of HIPAA and Blood Borne Pathogen training for each of those new employees prior to them beginning work under the contract.

7. 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).

8. The Contractor’s supervisors, drivers, and alternates shall be able to read, write, speak, and understand English. The names 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 must be provided as changes in personnel occur. Contractor 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 by the MVAHCS is returned upon completion of contract.

9. 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 furnishing all vehicles, personnel, equipment, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract. The Contractor’s vehicle shall have the company name/logo prominently displayed. 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.

10. The Contractor/Driver must notify the CBOC of any unusual events that impede the ability of the scheduled pick-up (Weather/Traffic). The Contractor/Driver must notify the MVAMC 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.

11. 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.

12. 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).

13. The Contractor shall be responsible for broken coolers, handles, lost mail bags, and/or pharmacy coolers. Contractor staff 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.

14. Drivers will sign the Lab Receiving Log when dropping off the Lab Cooler at room BB-144 (MVAMC 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.

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

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. The Contractor will provide an annual roster to the VA COR of all drivers having completed required HIPAA and Blood Borne Pathogen Training.

4. 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 be captured by the VA COR during contract performance review as well as possible invoice deduction for missing a delivery/pick-up. 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.

Inspection

1. The Contractor must give the VA the right to thoroughly inspect and investigate vehicles, facilities (if applicable), business reputation, and other qualifications.

2. Vehicle inspections may include cleanliness and ability to maintain climate control (temperature and humidity).

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

4. 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 COR is a Facility Logistics employee. The VA COR is identified upon contract award and 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 – CBOCs”. The laboratory POC is identified upon contract award.

Weekends and National Holidays

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

2. The courier service is not required to service the CBOCs on the 11 holidays observed by the Federal Government as follows: New Year’s Day, Birthday of Martin Luther King Jr., Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day.

Attachment A: Delivery Schedule

475 Chippewa Mall Drive, Suite 418

Chippewa Falls, WI 54729

720 E. Miners Drive

Ely, MN 55723

10369 State Hwy 27

Hayward, WI 54843

990 W. 41st Street, Suite 88

Hibbing, MN 55746

1400 Madison Ave, Suite 502

Mankato, MN 56001-6492

320 South Access Road, Suite 100

Rice Lake, WI 54868

3551 Commercial Drive SW, Suite 400

Rochester, MN 55902

1103 13th Ave. S

St James, MN 56081

3520 Tower Ave

Superior, WI 54880

2115 E Main Street

Albert Lea, MN 56007

7545 Veterans Drive

Ramsey, MN 55303

36C26326Q0001

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B.5 QUALITY ASSURANCE SURVEILLANCE PLAN

For: Minneapolis VAHCS Out-of-Town/State Courier Services

Contract Number: TBD

Contract Description: The Department of Veterans Affairs (VA), Minneapolis VAHCS has a requirement for courier services that require the contractor to pick up mail, lab samples, pharmaceuticals, and medical supplies to and from supported CBOC’s and the Minneapolis VAHCS (Building 70).

Contractor’s name: TBD

1. PURPOSE

This Quality Assurance Surveillance Plan (QASP) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

· What is monitored.

· How monitoring takes place.

· Who conducts monitoring.

· How monitoring efforts and results are documented.

This QASP does not detail how the contractor accomplishes the work. Rather, the QASP is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

2. GOVERNMENT ROLES AND RESPONSIBILITIES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (CO) - The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

b. Contracting Officer’s Representative (COR) - The COR is responsible for technical administration of the contract and shall assure proper Government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

3. CONTRACTOR REPRESENTATIVES

The following employees of the contractor serve as the contractor’s program manager for this contract.

a. Program Manager: TBD

b. Other Contractor Personnel: TBD

Title:

4. PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards.

Rating

Pick-up Mail bags and Lab Coolers

Satisfactory = Within 30 Minute over allotted time

Unsatisfactory = > Over 30 minutes past allotted time.

Unsatisfactory = < Not Completed every 12 months

Unsatisfactory = Training Not Completed

Unsatisfactory = dirty vehicle, climate controls not fully functional

5. INCENTIVES

The Government shall use exercise of option period and past performance as incentives. Incentives shall be based on exceeding, meeting, or not meeting performance standards.

6. METHODS OF QA SURVEILLANCE

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

PERIODIC INSPECTION: Inspections may be scheduled quarterly.

Performance Standard ID – 1, 2, 3

VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the CBOCs to identify deficiencies. Complaints are then investigated and validated.)

Performance Standard ID – 1, 2, 3

7. RATINGS

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Excellent = Exceeds Standards Satisfactory = Meets Standards Unsatisfactory = Fails to Meet Standards

8. DOCUMENTING PERFORMANCE

a. Acceptable Performance

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.

b. Unacceptable performance

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager with a copy to the Contracting Officer.

The contractor shall acknowledge receipt of the CDR in writing. The CDR specifies if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR also states how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

9. FREQUENCY OF MEASUREMENT

a. During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings. The COR shall communicate with the contractor monthly to assess performance and shall provide a written assessment.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may…