Attachment 1 - Statement of Work - 12 December 2024.pdf

STATEMENT OF WORK

FOR

MEDICAL COURIER SERVICE

354TH MEDICAL GROUP

(354 MDG)

12 December 2024

1. DESCRIPTION OF SERVICES – Contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to collect, and transport medical samples, medications, and medical documentation between Bassett Army Community Hospital (Bldg 4065, Ft Wainwright) and Eielson AFB Clinic (Bldg 3349). Eielson AFB Clinic will be provided containers/boxes and samples will be packed with all applicable laws and regulations.

1.1. CONTRACTOR FURNISHED ITEMS – The contractor shall furnish everything required to perform this service. This includes but is not limited to:

1.1.1. Delivery vehicle in good operating condition and meeting State of Alaska requirements for licensing/documentation. And in accordance with 49 CFR Part 177, Subpart A (177.800 Purpose and scope of this part and responsibility for compliance and training).

1.1.2. The combination of vehicle and container(s) shall allow samples and medication to be transported in an environment listed below:

1.1.2.1. Medications between 59°F to 77°F.

1.1.2.2. Room Temperature Samples between 64°F to 77°F.

1.1.2.3. Frozen Samples between -13°F to -4°F

1.1.2.4. Refrigerated Samples between 35°F to 46°F

1.2. DOCUMENTATION - Proper documentation/clearances for both the vehicle and driver to enter Eielson AFB and Ft. Wainwright. Contractor shall obtain a base pass through Security Forces.

Permission for contractor personnel and vehicles to enter the installation is subject to approval of the Security Forces.

1.3. CONTRACTOR FURNISHED SERVICE – The contractor shall provide for pickup, transportation, and delivery of pathological samples, medications, dry ice and documentation, and etc. This includes:

1.3.1. Courier service between Eielson AFB Clinic and Bassett Army Community Hospital each duty/business day, between the hours of 10:00 AM and 1:00 PM (morning courier service), and an additional pick-up on the last duty/business day of each week between the hours of 3:00 PM and 4:00 PM (afternoon courier service), unless otherwise notified by Eielson AFB Clinic prior to scheduled pick up times. Contractor shall pick-up from designated locations at Eielson AFB Clinic, transport, and must deliver items to designated locations at Basset Army Community Hospital within 1 hour of pickup from Eielson AFB

Clinic but no later than 3:00 PM every duty/business day for the morning courier service and 5:00 PM on the last duty/business day of each week for the afternoon courier service, weather permitting.

1.3.2. Interim pickups and deliveries to Fairbanks Memorial Hospital Campus and Alaska State Lab at the University of Alaska Fairbanks may be required.

1.3.3. Dry Ice will be pickup from Arctic Fire and Safety in Fairbanks, AK every Tuesday and delivery to Eielson AFB Clinic the same day by 3:00 PM.

1.3.4. Non-routine and urgent pickups and deliveries may be required and shall be pre-coordinated between Contractor and Eielson AFB Clinic. Non-routine and urgent courier service must be picked up within 2 hours of notification and must be delivered within 1 hour of pickup, weather permitting.

1.4. DOCUMENTATION – The Contractor shall complete a manifest showing materials to be transported to the receiving facility. The manifests may be generated by the shipping and/or receiving facility. The manifest shall include the following:

1.4.1. The complete address of the providing and receiving activities.

1.4.2. List of each item being transported.

1.4.3. The providing activity shall sign the manifest to show that each of the items is in the possession of the contractor and the receiving activity shall sign the manifest to show receipt of all items from the contractor.

2. GENERAL INFORMATION

2.1. HOURS OF OPERATION – The contractor shall perform the services required under this contract during the following hours: 10:00 AM and 5:00 PM Monday thru Friday (excluding Federal Holidays or identified non-duty/business days). For non-routine and urgent deliveries, contractor will be provided 2-hour notice to perform services between 7:30 AM and 4:00 PM (outside of the routine hours of 10:00 AM and 5:00 PM.)

2.1.1. Identified Federal Holidays and Non-Duty Days: Non-duty days may be subject to change with little notice Federal Holidays New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day

Christmas Day

2.2. LOCATIONS – Pickup and delivery locations are as follows:

2.2.1. Eielson AFB Clinic, 2630 Central Ave, Eielson AFB AK 99702.

2.2.2. Bassett Army Community Hospital, Bldg 4065, Fort Wainwright AK 99703.

2.3. SAFETY – The contractor and/or the contractors’ representatives shall comply with Air Force safety and DOT standards at all times while on government property. These include, but are not limited to:

2.3.1. Wearing of seatbelt/shoulder harness and observing maximum speed limits at all times while performing this contract service.

2.3.2. The correct handling of category B samples for diagnostic testing.

2.3.3. No talking on a cell phone unless using a hands free device, and no texting while driving.

2.4. WORKLOAD ESTIMATE – It is estimated that the contractor will be required to transport approximately 1-25 pounds of pathological samples, medications, dry ice, documentation, and etc.

each direction between Bassett Army Community Hospital and Eielson AFB Clinic on a daily basis.

2.5 TASK PERFORMANCE EVALUATION - Quarterly Surveillance will be performed by Service Contract Manager.

3. PRIVACY OF INDIVIDUALLY IDENTIFIABLE HEALTH INFORMATION

(HIPAA)

3.1. Definitions. As used in this contract:

Individual has the same meaning as the term ``individual'' in 45 CFR 164.501 and shall include a person who qualifies as a personal representative in accordance with 45 CFR 164.502(g).

Privacy Rule means the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E.

Protected Health Information has the same meaning as the term ``protected health information'' in 45 CFR 164.501, limited to the information created or received by the Contractor from or on behalf of The Government.

Required by Law has the same meaning as the term ``required by law'' in 45 CFR

164.501.

Secretary means the Secretary of the Department of Health and Human Services or his/her designee.

Terms used, but not otherwise defined, in this Statement of Work shall have the same meaning as those terms in 45 CFR 160.103 and 164.501.

(a) The Contractor agrees to not use or further disclose Protected Health Information other than as permitted or required by the Contract or as Required by Law.

(b) The Contractor agrees to use appropriate safeguards to prevent use or disclosure of the Protected Health Information other than as provided for by this Contract.

(c) The Contractor agrees to mitigate, to the extent practicable, any harmful effect that is known to the Contractor of a use or disclosure of Protected Health Information by the Contractor in violation of the requirements of this Contract.

(d) The Contractor agrees to report to the Government any use or disclosure of the Protected Health Information not provided for by this Contract.

(e) The Contractor agrees to ensure that any agent, including a subcontractor, to whom it provides Protected Health Information received from, or created or received by the Contractor on behalf of the Government, agrees to the same restrictions and conditions that apply through this Contract to the Contractor with respect to such information.

(f) The Contractor agrees to provide access, at the request of the Government, and in the time and manner designated by the Government, to Protected Health Information in a Designated Record Set, to the Government or, as directed by the Government, to an Individual in order to meet the requirements under 45 CFR 164.524.

(g) The Contractor agrees to make any amendment(s) to Protected Health Information in a Designated Record Set that the Government directs or agrees to pursuant to 45 CFR 164.526 at the request of the Government or an Individual, and in the time and manner designated by the Government.

(h) The Contractor agrees to make internal practices, books, and records relating to the use and disclosure of Protected Health Information received from or created or received by the Contractor on behalf of the Government, available to the Government, or at the request of the Government to the Secretary, in a time and manner designated by the Government or the Secretary, for purposes of the Secretary determining the Government’s compliance with the Privacy Rule.

(i) The Contractor agrees to document such disclosures of Protected Health Information and information related to such disclosures as would be required for the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

(j) The Contractor agrees to provide to the Government or an Individual, in time and manner designated by the Government, information collected in accordance with this Clause of the

Contract, to permit the Government to respond to a request by an Individual for an accounting of disclosures of Protected Health Information in accordance with 45 CFR 164.528.

3.2. General Use and Disclosure Provisions. Except as otherwise limited in this Contract, the Contractor may use or disclose Protected Health Information on behalf of, or to provide services to, the Government for the following purposes, if such use or disclosure of Protected Health Information would not violate the Privacy Rule or the Department of Defense Health Information Privacy Regulation if done by the Government:

(i) To carry out treatment, payment and health care operations as provided in Sec.

164.502;

(ii) To individuals of protected health information about them as provided in Sec.

164.502;

(iii) For the facility's directory or to persons involved in the individual's care or other notification purposes as provided in Sec. 164.510;

(iv) For national security or intelligence purposes as provided in Sec. 164.512(k)(2);

(v) To correctional institutions or law enforcement officials as provided in Sec.

164.512(k)(5).

3.3. Specific Use and Disclosure Provisions

(a) Except as otherwise limited in this contract, the Contractor may use Protected Health Information for the proper management and administration of the Contractor or to carry out the legal responsibilities of the Contractor.

(b) Except as otherwise limited in this contract, the Contractor may disclose Protected Health Information for the proper management and administration of the Contractor, provided that disclosures are required by law, or the Contractor obtains reasonable assurances from the person to whom the information is disclosed that it will remain confidential and used or further disclosed only as required by law or for the purpose for which it was disclosed to the person, and the person notifies the Contractor of any instances of which it is aware in which the confidentiality of the information has been breached.

(c) Except as otherwise limited in this contract, the Contractor may use Protected Health Information to provide Data Aggregation services to the Government as permitted by 45 CFR 164.504(e)(2)(i)(B).

(d) Contractor may use Protected Health Information to report violations of law to appropriate Federal and State authorities, consistent with 45 CFR 164.502(j)(1).

3.4. Obligations of the Government. Provisions for the Government to Inform the Contractor of Privacy Practices and Restrictions.

(a) Upon request, the Government shall provide the Contractor with the notice of privacy practices that the Government produces in accordance with 45 CFR 164.520, as well as any changes to such notice.

(b) The Government shall provide the Contractor with any changes in, or revocation of, permission by Individual to use or disclose Protected Health Information, if such changes affect the Contractor's permitted or required uses and disclosures.

(c) The Government shall notify the Contractor of any restriction to the use or disclosure of Protected Health Information that the Government has agreed to in accordance with 45 CFR 164.522.

3.5. Permissible Requests by the Government. The Government shall not request the Contractor to use or disclose Protected Health Information in any manner that would not be permissible under the Privacy Rule if done by the Government, except for providing Data Aggregation services to the Government and for management and administrative activities of the Contractor as otherwise permitted by this clause.

3.6. Termination

(a) Termination. A breach by the Contractor of this clause, may subject the Contractor to termination under any applicable default or termination provision of this Contract.

(b) Effect of Termination.

(1) If this contract has records management requirements, the records subject to the Clause should be handled in accordance with the records management requirements. If this contract does not have records management requirements, the records should be handled in accordance with paragraphs (2) and (3) below

(2) If this contract does not have records management requirements, except as provided in paragraph (3) of this section, upon termination of this Contract, for any reason, the Contractor shall return or destroy all Protected Health Information received from the Government or created or received by the Contractor on behalf of the Government. This provision shall apply to Protected Health Information that is in the possession of subcontractors or agents of the Contractor. The Contractor shall retain no copies of the Protected Health Information.

(3). If this contract does not have records management provisions and the Contractor determines that returning or destroying the Protected Health Information is infeasible, the Contractor shall provide to the Government notification of the conditions that make return or destruction infeasible. Upon mutual agreement of the Government and the Contractor that return, or destruction of Protected Health Information is infeasible, the Contractor shall extend the protections of this Contract to such Protected Health Information and limit further uses and disclosures of such Protected Health Information to those purposes that make the return or destruction infeasible, for so long as the Contractor maintains such Protected Health Information.

3.7. Miscellaneous

(a) Regulatory References. A reference in this Clause to a section in the Privacy Rule means the section as in effect or as amended, and for which compliance is required.

(b) Survival. The respective rights and obligations of Business Associate under the ``Effect of Termination'' provision of this Clause shall survive the termination of this Contract.

(c) Interpretation. Any ambiguity in this Clause shall be resolved in favor of a meaning that permits the Government to comply with the Privacy Rule.