ATTACHMENT A - PWS VISN 1 STAT Courier for Blood Products Updated 09.19.25.docx

Performance Work Statement COURIER SERVICE- Transport of Blood Products

Overview of Services:

The Department of Veterans Affairs, Veteran Affairs Medical Center (VAMC) - VISN1, has a requirement for as needed courier delivery services for various locations in Massachusetts, Rhode Island, Vermont, New Hampshire, Connecticut, and Maine for a period of performance of base year plus 4 Ordering Periods: TBD thru TBD. The overall goal is to meet the VISN1 mission requirements to transport blood products in a timely, secure, and professional manner.

A. All requests for courier services are as needed.

B. All requests will be for emergent (STAT) transportation unless otherwise indicated at time of request.

1. Required transport and delivery in the Boston area: delivery in less than one (1) hour from the time the call is placed to request transport. Due to the emergent nature of blood product delivery, delivery times must be met 100% of the time.

2. Required delivery for transport in other VISN 1 locations are variable based on distance, however, all requests for delivery are required to be immediate and direct.

3. No other stops are to be made by the driver outside of that request.

4. The Contractor must have an established, consistent, dependable “ready and waiting” presence in the American Red Cross (ARC) parking lot in Dedham, MA, or immediate vicinity (within 1 mile of the ARC) that will be in place at the onset and throughout the term of the agreement.

5. The Contractor must have a contingency plan in place for situations such as: driver “no-show”, driver accident, weather, vehicle failure, etc. Contingency plan must result in all deliveries still occurring on time.

C. The Contractor shall provide all supervision, labor, equipment, hand trucks, Personal Protective Equipment (PPE), transportation, fuel, insurance, and incidentals to provide courier services to and from the locations listed below. Pricing shall be inclusive of state tolls. The Government will not reimburse toll charges separately.

D. The Contractor shall immediately notify the VA facility Laboratory which placed the call for pickup or delivery of any delay in transport.

Transportation Routes:

A. Transport of Blood and Blood Products from the American Red Cross (ARC) to VA VISN 1 sites in New England.

B. Transport of Blood and Blood Products from VA VISN 1 sites to American Red Cross (ARC).

C. Transport of Blood Products between VA VISN 1 sites and surrounding hospitals.

D. Possible, rare transport from Rhode Island Blood Center to West Roxbury VAMC to meet critical need.

Addresses:

VA Boston Healthcare System West Roxbury Campus 1400 VFW Parkway West Roxbury, MA 02132 VA Manchester 718 Smyth Road Manchester, NH 03104

VA Boston Healthcare System Jamaica Plain Campus 150 S. Huntington Avenue Boston, MA 02130 VA White River Junction 163 Veterans Drive White River Junction, VT 05001

VA Boston Healthcare System Brockton Campus 940 Belmont Street Brockton, MA 02301 VA Providence 830 Chalkstone Avenue Providence, RI 02908

VA Maine 1 VA Center Augusta, ME 04330 VA Connecticut Healthcare System West Haven Campus 950 Campbell Avenue West Haven, CT 06516

The government reserves the right to add additional VISN 1 sites as needed.

American Red Cross 180 Rustcraft Rd, Dedham, MA 02026 American Red Cross of Vermont 32 N Prospect St, Burlington, VT 05401

Rhode Island Blood Center 405 Promenade Street Providence, RI 02908 Other area hospitals – Address to be provided at request

Estimated Yearly Volumes:

All volumes are an estimate and are not guaranteed.

Description

Est. Yr Vol.

(Lahey, Mass. General, Boston Med, Brigham, St. Elizabeths, Tufts) 25-50

Contractor is expected to be responsible for safety precautions and abide by all laws and regulations governing transport of clinical specimens.

A. Drivers:

1. All drivers shall be of legal age, possess valid driver’s licenses and maintain a neat, clean, and professional appearance.

2. Drivers, including subcontractors, shall be identified as employees of the primary contractor. Drivers shall prominently display a contractor identification badge on their person.

3. Drivers shall not wear any excessive artificial scents.

4. Drivers shall be able to speak, understand and write English.

5. Drivers must be able to move, lift, and carry all transported items between buildings and vehicles without assistance from VA staff.

6. Contractor is responsible for the actions and conduct of its employees and shall assure that they are consistently compliant with all VA building security, and parking regulations, policies and guidelines while conducting business on Government property and for the VA.

7. Drivers shall not make any personal stops in performance of duties under this contract, nor shall any unauthorized passenger accompany the driver during contract work.

8. Drivers shall observe the smoking policy of the VA and only smoke in designated areas.

9. Drivers shall not bring any prohibited items onto VA grounds, including but not limited to firearms, ammunition, and alcohol.

10. Drivers may not enter any areas not required for pick up or delivery.

11. Drivers shall be trained in Universal Precautions for handling of biohazard materials and include use of proper procedures in case of biohazard spills or accidents. This training shall also include mandatory Hazardous Materials training and knowledge and understanding for the handling of dry ice and HIPPA training certification. This also applies to subcontractors hired by the primary contractor.

a. Written statements documenting Hazardous Materials training 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 shall be provided to the COR at the beginning of contract performance and thereafter annually or prior to new driver(s) providing services for VAMC routes.

B. Vehicles:

1. All vehicles must be owned, leased or rented by the Contractor or Subcontractor. No privately owned vehicles are authorized.

2. Vehicles shall be registered, licensed, and meet the minimum vehicle requirements as mandated by the Department of Transportation.

3. The vehicle storage capacity shall be similar to a standard minivan or a large SUV.

4. The Government reserves the right to inspect the vehicles and investigate the responsibility of the contractor to perform the work outlined in this contract.

5. Vehicles shall be locked at all times when the driver is not in the vehicle to ensure VA property, including laboratory specimens and medications, are secured.

6. Use of public transportation (i.e., buses, Uber, taxi, Lyft, train) is prohibited”.

C. Confidentially Of Records:

1. Contractor shall assure the confidentiality of all patient information and records being transported and shall be held liable in the event of any breach of confidentiality.

2. The contractor shall comply with provision of the Federal Privacy Act of 1974 (Public Law 93-579).

3. The contractor will be required to devise an acceptable mechanism to assure transported items will not be accessible should the driver become separated from or lose control of the vehicle.

4. To ensure privacy/HIPPA rights, the drivers shall never have overnight possession of any VAMC owned item (ex. Blood products, specimens, documents, etc.).

5. VA employees are responsible for securing all items containing PHI (i.e., tamper proof biohazard bags).

6. All items including blood and blood products will be received by VA laboratory personnel. When the receiving location is an area hospital, medical clinic, or blood center all items will be received by their laboratory personnel.

D. Evidence of Responsibility:

1. Contractor must have a minimum of five years of recent experience performing similar services, be financially responsible, and possess all the necessary equipment, licenses, and manpower necessary to perform the work specified in this contract.

E. Tracking:

1. Contractor shall have the capability of tracking blood products and specimens from pickup location to delivery location. Documentation of tracking must be presented to COR or COR designee upon request.

2. Contractor shall have the capacity of tracking delivery vehicles from pickup location to delivery location. Documentation of tracking must be presented to COR or COR designee upon request.

3. VA and/or the sending/receiving facility will request driver signatures as written documentation of pick-up and delivery by use of specimen/package track logs or other similar mechanism.

F. All documentation for billing shall include date, time and person requesting the pickup. The contractor shall maintain and produce records of all pick-ups and deliveries, containing dates, times, person receiving delivered items at receiving facility and driver identity.

G. Contractor must provide a written request to the Contracting Officer, for increased fuel charges, due to an unforeseen astronomical increase in fuel prices, prior to billing these charges.

H. Contractor must provide any additional charges at the time of quote (i.e. Overnight hours surcharge, charges for extended wait times, etc).

I. Contractor shall meet all Federal, State and City codes regarding operation of this type of business and furnish the required Insurance Certificates required to work on a Government installation. These requirements will be described in the Special Contract Requirements Section.

J. Quality Control and Assurance Surveillance Plan (QASP): A QASP is included and includes the following items in a matrix format:

1. Service Requirement

2. Measurement

3. Method of Surveillance

4. Frequency

5. Target Quality Levels

6. Incentives/Disincentives The intent is for the COR or designee(s) to use this plan to ensure the contractor is adhering to the PWS. The government shall evaluate the contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on how the Government will monitor the contractor’s performance in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

K. Personnel Policy:

1. Employees working for the Contractor shall not be considered Government employees.

2. The Contractor shall provide Workers Compensation, Professional Liability insurance, health examinations, Income Tax Withholding and Social Security Payments for all W2 employees.

a. Alternatively, contractor may also utilize the services of “similarly situated” independent contractors who are of the same socio-economic category as the prime. Utilizing the services of an independent contractor who is not “similarly situated” will be designated as a subcontractor and not count towards the Limitations of Subcontracting requirement that contractor personnel perform at least 50% of the work.

3. Contractors shall perform at minimum 50% of the contract requirements and must confirm compliance with the Limitations of Subcontracting FAR Clause 52.219-14.

RECORDS MANAGEMENT OBLIGATIONS

A. 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 VHA records.

· does not include personal materials.

· applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

· may include deliverables and documentation associated with deliverables.

C. 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, the 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.

VHA 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 VHA or destroyed except 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, the Contractor must report to VHA. 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 VHA 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 VHA 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 VHA policy.

The Contractor shall not create or maintain any records containing any non-public VHA information that is 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 VHA 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 VHA 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 VHA-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.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

D. Flow down 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.

VAAR (VA Acquisition Regulation) clause:

All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

The A&A requirements do not apply, and a Security Accreditation Package is not required.