Attachment_01_Performance_Work_Statement..docx

Performance Work Statement Pathology Specimen Transport Service McDonald Army Health Center Fort Eustis, VA and Supporting Health Centers

1. General: This is a non-personnel service contract to provide specimen transport pickup and drop-off service. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in tum is responsible to the Government.

1.1 Description of Services and Introduction: The contractor shall provide all personnel, supplies, equipment, supervision, transportation, and other items and non-personal services necessary to transport medical supplies and laboratory specimens/cultures on a routine or emergency basis encompassing Fort Eustis, VA; Williamsburg, VA; Ft Story, VA; and Portsmouth, VA as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract.

1.2 Background: McDonald Army Health Center (MCAHC) has the overall mission ensuring all beneficiaries utilizing the Fort Story Health Clinic, Fort Eustis and Williamsburg CBMH are provided the best health care with no interruptions to any services being provided. The courier service will enhance this mission to continue ensuring the transport of patient laboratory specimens and cultures are delivered to the proper supporting health care facility for processing in a timely manner.

1.3 Scope: The contractor shall accomplish:

1.3.1 The contractor will provide transport services five (5) days a week, excluding holidays.

1.3.2 The contractor will be responsible for dropping off and picking up specimens, cultures and medical supplies and documentation around the Hampton Roads area encompassing Fort Eustis, VA; Williamsburg, VA; Fort Story, VA, and Portsmouth, VA.

1.3.3 The contractor is required to have Hazmat certification (transportation of biomedical materials or Biological Substance Cat B training) due to the possible transport of lab specimens, to include employed drivers.

1.3.4 The contractor shall at all times have proper vehicle documentation, to include continuous updated insurance cards, registration, vehicle inspection stickers, employee driver licenses and other required licenses required for proper entry to installations included in the Performance Work Scope, Part 5.

1.3.5 The contractor will provide a written or digital means of proof of receipt of specimens in order to track the shipments leaving each facility no later than the time of receipt.

1.4 Period of Performance (POP): Contract will consist of one base year and two (2) option years from date of award.

Base year: TBD 1st Option Year: TBD 2nd Option Year: TBD

1.5 Quality Assurance:

1.5.1 Fundamental Government Responsibilities: The Contract Officer Representative (COR) is responsible for representing the Contracting Officer (KO) for all facets of the requested service quality. The COR will carry out inspections, reviews and approval, handle deficiencies and ultimately accept on behalf of the KO.

1.5.2 General Quality Assurance Functions: To facilitate the surveillance of the contractor's quality program by the Government, the COR will verify contractor compliance with designated performance requirements. In addition, for noncompliance and untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's Quality Control Program regularly for compliance with the requirements herein.

1.5.3 Specific Quality Assurance Functions: The COR shall establish an Inspection Schedule using the Quality Checklists from the Contractor's Quality Control Program.

1.6 Recognized Holidays: The following days have been established as legal public holidays in the federal service:

1.6.1 The contractor shall not schedule any services with the government on any of the established federal holidays, or any other day designated as holiday by Federal Statute or by Executive Order except with prior approval from the KO or COR. If a holiday falls on a Saturday, the official holiday will be celebrated the preceding Friday. If the holiday falls on a Sunday, the official holiday will be celebrated the following Monday. Hours of operation: The contract personnel shall perform support during the regular hours of 0800-1600, Monday through Friday, excluding holidays.

1.6.2 Place of Performance for Pick-Ups and Drop-offs of medical supplies and lab specimens:

1.6.2.1. Contractor will pick-up and drop-off from the following sites:

a. Fort Story Health Clinic, 649 New Guinea Road, Fort Story, VA 23451. (Pickup once daily at 11:00 AM drop off once daily 11:00 AM)

b. Williamsburg Community Based Medical Home, 5309/5311 Discovery Park Boulevard, Williamsburg, VA 23188. (Pick-up twice daily; 9:00 AM and 3:00 PM; drop off once daily 3:00 PM)

c. McDonald Army Health Center, 576 Jefferson Ave, Fort Eustis, VA 23604 Phone: 757-314-7580 (Pickup twice daily; 9:30 AM and 3:30 PM; drop off twice daily 9:30 AM and 3:30 PM)

d. Naval Medical Center Portsmouth, 620 John Paul Jones Circle, Portsmouth, VA 23708, Phone: 757-953-1712 (Pick up once daily at 12:00 PM; drop off twice daily at 12:00 PM and 4:30 PM)

1.6.2.2 Pick Up and Drop Off Service Exceptions:

a. As a general rule, we will not require specimen transport on the third Thursday of the month in the afternoon due to scheduled closures. Full schedule provided upon request. Exceptions may occur.

b. Friday afternoons, or the last business day of the week (due to Friday Federal Holidays). There will be alternate afternoon pick up and drop off times as follows:

i. Williamsburg Community Based Medical Home, 5309/311 Discovery Park Boulevard, Williamsburg, VA 23188. (Pick-up and drop off at 3:30 PM)

ii. McDonald Army Health Center, 576 Jefferson Ave, Fort Eustis, VA 23604 Phone: 757-314-7580 (Pickup and drop off at 4:00 PM)

iii. Naval Medical Center Portsmouth, 620 John Paul Jones Circle, Portsmouth, VA 23708, Phone 757-953-1712 (Pick up and drop off at 5:00 PM)

1.6.2.3 The contractor is advised that there will be medical supplies (i.e. not limited to, foam transport containers, urine cups etc.). CAP survey material and documents, that must return to McDonald Army Health Center no later than the next business day.

1.6.2.4 The contractor is advised that the projected route will take approximately five and a half hours of drive time per day, not to include traffic delays. The projected route is approximately 225 miles in length, not to include any deviations.

1.6.3 Type of Contract: Government will award as a firm fixed price.

1.6.4 Security Requirements: In accordance with (IAW) Army Regulations 525-13, paragraph 5-19, all prospective contractors will undergo a verification process to determine the trustworthiness and suitability prior to being granted access to federal property. Limited access with escort may be granted (at the installation's discretion) for an interim period while investigations are being conducted.

1.6.5 In accordance with AR 25-2 and Homeland Security Presidential Directive 12, McDonald Army Health Care Customer Support Branch will submit all background investigations to DHA Security on prospective contractors requiring Common Access Cards (CAC), network access.

1.6.6 The Provost Marshal Office will provide checks on all other contractor personnel, to include vetting all contractors prior to granting entrance to Fort Eustis.

1.6.7 Contracting Officer's Representative: The KO will designate a COR, who will be responsible for technical assistance to the KO in administration of the contract. Duties will involve tasking work within scope of the contract, inspection and surveillance, answering technical questions, reporting contractor's performance to the KO to include submitting monthly reports to the Virtual Contract Enterprise website. A letter of appointment will be issued to the COR with a copy furnished to the Contractor stating the responsibilities and limitations of the COR.

1.6.8 IWatch: Please watch "iWATCH Video", a short video on how you as a contractor can be vigilant and report suspicious activities, See Something Say Something, as you perform you job in support of the U.S. Army contract. (Approximately 8 min, 28 sec.). Link: https://www.youtube.com/embed/vlzYhQp7fPw

Part 2. Definitions and Acronyms

CAC: Common Access Cards

COR: Contracting Officer Representative: A representative from the requiring activity appointed in writing by the Contracting Officer to perform surveillance and to act as liaison to the contractor

Deliverable Schedule: A deliverable is anything that can be physically delivered but may include non- physical things such as meetings.

HIPPA: Health Insurance Portability and Accountability Act

IAW: In Accordance With

KO: Contracting Officer

POP: Period of Performance

PWS: Performance Work Statement

QASP: Quality Assurance Surveillance Plan (QASP): A written document specifying the surveillance method used for surveillance of contractor performance.

Part 3. Government-Furnished Items and Services

3.1 The Government will not be responsible for supplying the contractor with any equipment or other services to perform requirements.

Part 4. Contractor-Furnished Items and Services

4.1 Contractor will provide all labor, materials, and equipment necessary to perform services as outlined throughout this contract, i.e., but not limited to dry ice, wet ice, and three separate containers to maintain the varied specimen and supplies temperature requirements.

Part 5. Performance of Work Scope: Specific Tasks

5.1 The contractor shall provide pick-up and delivery services five days per week.

5.1.2 The contractor shall deliver medical supplies and laboratory specimens and cultures on a routine or emergency basis when necessary. Pick up and/or delivery will be made within 45 minutes of the requested time and/or as traffic and gate entries permit.

5.1.3 The contractor is required to be certified to transport hazardous material (transportation of biomedical materials or Biological Substance Cat B training) due to transporting laboratory specimens. This training must be complete prior to the drivers performing service and the certificate must be submitted to the COR.

5.1.4 The contractor will drop off/pickup locations and POC numbers include, but not limited to:

a. McDonald Army Health Center, 576 Jefferson Ave., Fort Eustis, VA 23604 (757)314-7580

b. Naval Medical Center Portsmouth, 620 John Paul Jones Circle. Portsmouth, VA 23708. (757) 953-1712

c. Fort Story Health Clinic, 649 New Guinea Road, Fort Story, VA 23451 (757)422-7851

d. Williamsburg Community Based Medical Home, 5311 Discovery Park Boulevard, Williamsburg, VA 23188 (757)914-6302.

5.1.5 Pickup and Drop-off times for locations in paragraph 5.1.4 can be addressed upon award with awardee.

5.1.6 The contractor will provide a written or digital means of proof of receipt of specimens to track the shipments leaving each facility no later than the time of receipt of specimens.

5.1.7 The contractor will provide a list of all personnel who will act as a courier.

5.1.8 The contractor will return all medical supplies (i.e., not limited to, foam transport containers, urine cups etc.), CAP survey material, and documents to McDonald Army Health Center no later than the next business day.

QUALITY CONTROL:

5.2 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, and remedy and ensure non-recurrence of unsatisfactory services.

5.2.1 The contractor shall provide a method to accept and resolve customer complaints and notify the COR of the complaint and resolution.

5.2.2 The contractor shall immediately notify the COR upon receipt of a customer complaint in order that joint validation may be accomplished.

5.2.3 The contractor is responsible for quality control and specification compliance.

CONTRACTOR COURIER/DRIVERS

5.3. The contractor shall be responsible for furnishing all vehicles, personnel, equipment and supplies, vehicle fuel, uniforms, name tags, and/or badges for performance of services under this contract. Items include, but not limited to, providing dry ice, wet ice, and at the minimum three separate storage containers able to maintain specimen temperature integrity of frozen, refrigerated, and room temperature.

5.3.1 As a Non-Personal Services contract, contractor personnel are not to be considered government employees for any purpose. Contractor retains all control over personnel and responsibility for direct supervision.

5.3.2 The vehicle used in the performance of this contract must be licensed and meet the minimum requirements by the states and cities operated therein.

5.3.3 Contractor will ensure that all drivers utilized under this contract will be licensed in accordance with the laws of the State of Virginia, for the transportation purposes for which this contract is intended.

5.3.4 Contractor personnel shall wear visible identification at all times while on the premises of any Federal property.

5.3.5 A record of each driver as to character and physical capabilities for performing as a courier must be maintained and made available upon request for inspection.

5.3.6 The contractor personnel performing services to the Government shall at all times conduct themselves in a professional manner, present a neat appearance and be easily recognized as a contract employee by having the company name affixed to the clothing uniform.

CONTRACTOR VEHICLES:

5.4. Contractor will maintain registration, licensing and insurance as required by the State of Virginia on all vehicles utilized under this contract, for the transportation purposes for which his contract is intended.

5.4.1 Contractor will ensure that all vehicles are designed and sized appropriately to provide services described in this contract. All vehicles must be maintained in accordance with Manufacturers recommendations and Virginia law.

5.4.2 It is the responsibility of the Contractor to park in the appropriate designated parking areas in accordance with State and Federal laws.

SECURITY REQUIREMENTS:

5.5 The contractor and their personnel shall be subject to the same Federal laws, regulations, and standards, regarding information and information system security on the installations.

CONTRACT PERFORMANCE MONITORING:

5.6 The Government will evaluate the quality of the services being performed to ensure payment is made for only those services received and accepted by the Government.

Part 6. Applicable Publications

6.1. Publications applicable to this PWS are listed below.

Army Regulations 525-13, paragraph 5-19

AR 25-2 and Homeland Security Presidential Directive 12

Technical Exhibit 1: Performance Requirement Summary

Paragraph

Allowable Surveillance Method

Provide courier services 5 days a week, excluding holidays and/or when services are required.

off daily as required, excluding holidays.

or traffic permits.

0%

Random

and 5.2.3 Providing good customer service with limited complaints and/or issues received.

Keeping COR informed.

Contractor meeting all standards for courier/ drivers and vehicles

5.3 thru 5.3.6 Ensuring proper documentation for vehicle drivers, vehicles and other required documents are current.

Technical Exhibit 2: Deliverable Schedule